NOTES of Communication Sem II

Module I
Process of Communication
In the words of Keith Davis, " Communication is the process of
passing information and understanding from one person to
another. It is essentially a bridge of meaning between people. "
In the words of Koontz and Weihrich," Communication is the
transfer of information from a sender to a receiver with the
information being understood by the receiver. "
Communication is the way of sending information. It is the
process of exchanging information between two or more persons
to achieve mutual understanding to each other. The basic steps
of communication are message composition, message encoding,
transmission of a signal, to people by using technology. Finally,
the message decodes and interpretation of the message by the
recipient.
Process of Communication
Communication is the process by which one person or group
conveys the message. In communication process sender is
responsible for encoding the message and sending it through a
channel to a receiver, who then decodes the message into a
perceived meaning. The process of communication in an
organization are as follows:

1. Sender
The person who conveys the message to another person is
known as the sender. The sender must have the message, idea or
information which he wants to convey. He formulates message
which he wants to convey. The sender thinks what message
should be sent.
2. Message
It is the subject matter of communication which a sender creates
in his mind and conveys to the receiver. The sender creates a
clear message in his mind. A message may consist of facts,
opinions, information etc. Then the message is communicated to
the receiver.
3. Encoding
The sender needs the encoding skill. It will make the receiver
understand the message clearly. When the sender translates the
message into words, symbols or some other form, he is using
encoding skills. The effectiveness of encoding depends on
different factors such as skills, attitudes, knowledge of both
receiver and the sender.
4. Channel of communication
Communication is the act of transmitting the message to the
receiver. Channels of communication include speaking, writing,
meeting, memos, letters, reports, emails, text messages and
faxes and even nonverbal communication, such as body
language.
5. Receiver
The receiver is the person who receives the message by
listening, reading or viewing. He is the person who actually
receives the message, understands the same and uses for
necessary action. The sender gives messages and receiver
receive the message given by the sender.
6. Decoding
After receiving the message by the receiver ,the receiver must be
able to decode the message, which means mentally processing
the message into understanding. For example, sending a
message in a foreign language that is not understood by the
receiver will result in decoding failure.
7. Feedback
After understanding the message, receiver gives a response to
the sender regarding the message, which is known as feedback.
The effectiveness of the message is measured through the
feedback. A receiver will give the sender feedback, which is sent
by the receiver back to the sender. If responses are positive, then
the communication is successful and complete.
Importance of Communication

Communication is an important part of management. No

organization can survive and grow without effective
communication. All managerial functions are performed
successfully with the help of proper communication. It can be
considered as the backbone of business management. The
importance of communication are listed below:

1. Promotes motivation
Motivation is the influence that causes someone to do
something. Communication promotes motivation by informing
the employees about the task to be done. It clarifies the manner
how they are performing the task and how to improve their
performance if it is not up to the mark.

2. Basis of planning
Planning is thinking before doing the particular job. Information
is essential for planning which can be achieved from internal
and external sources. Communication facilitates to prepare
targets, standards, and instruction for future plan. Therefore,
communication can be used as the basis for better planning.

3. Alter individual's attitude

Communication also plays a crucial role in altering individual’s
attitudes. A well-informed individual will have a better attitude
than a less-informed individual. Organizational magazines,
journals, meetings and various other forms of oral and written
communication help in molding employee’s attitudes.

4. Prompt decision
Communication provides feedback and progress report or
internal information that helps to take the decision quickly. In
order to take the prompt decision, facts collecting process has to
be established. Communication always helps the organization in
the pursuit of establishing a process for collecting facts.
5. Controlling process
Control is the comparison of actual work with standard work
and correcting the deviations. Communication helps to set the
standards and targets. Hence, control is facilitated by effective
communication.

6. Maximum production at minimum cost

Effective communication system coordinates the various factors
of production, which makes maximum output with the minimum
cost. It establishes good human relations, operating efficiency
and removes misunderstanding among personnel.

7. Sound industrial relations

Effective communication alone can establish mutual trust and
confidence between management and labor. It enables
management to come into close contact with workers. It serves
as a bridge between them and creates a team spirit in the
organization.

8. Public relations
In the modern business world, every organization must create
and maintain a good corporate image in the society. It is through
communication that management can keep cordial relations with
the government, trade unions, customers and the community.
Hence, it is an indispensable means of developing a favorable
public relations.

9. Improves relationship
Exchange of facts, opinions, feelings and sentiments and
interchange of information concerning work would enable
employees to understand each other. Communication helps
superior to know the subordinates. Such information helps to
cross the misunderstanding that separates people. It binds people
in a common purpose. Thus, it improves the relationship.

10. Means of coordination

Communication is the foundation of group activity. The works
are done at various levels and processed by different
departments. People can attain a common understanding and co-
operate to achieve organizational objectives. Thus,
communication helps to maintain coordination.
Models of Communication (Linear & Shannon Weaver)
In 1948, Shannon was an American mathematician, Electronic
engineer and Weaver was an American scientist both of them
join together to write an article in “Bell System Technical
Journal” called “A Mathematical Theory of Communication”
and also called as “Shannon-Weaver model of communication”.

This model is specially designed to develop the effective

communication between sender and receiver. Also they find
factors which affecting the communication process called
“Noise”. At first the model was developed to improve the
Technical communication. Later it’s widely applied in the field
of Communication.

The model deals with various concepts like Information source,

transmitter, Noise, channel, message, receiver, channel,
information destination, encode and decode.
Sender : The originator of message or the information source
selects desire message
Encoder : The transmitter which converts the message into
signals
Note: The sender’s messages converted into signals like waves
or Binary data which is compactable to transmit the messages
through cables or satellites. For example: In telephone the voice
is converted into wave signals and it transmits through cables
Decoder : The reception place of the signal which converts
signals into message. A reverse process of encode
Note : The receiver converts those binary data or waves into
message which is comfortable and understandable for receiver.
Otherwise receiver can’t receive the exact message and it will
affect the effective communication between sender and receiver
Receiver : The destination of the message from sender
Note : Based on the decoded message the receiver gives their
feed back to sender. If the message distracted by noise it will
affect the communication flow between sender and receiver
Noise: The messages are transferred from encoder to decoder
through channel. During this process the messages may
distracted or affected by physical noise like horn sounds,
thunder and crowd noise or encoded signals may distract in the
channel during the transmission process which affect the
communication flow or the receiver may not receive the correct
message
Note : The model is clearly deals with external noises only
which affect the messages or signals from external sources. For
example: If there is any problems occur in network which
directly affect the mobile phone communication or distract the
messages
Practical Example of Shannon-Weaver model of
communication :
Thomson made call to his assistant “come here I want to see
you”. During his call, noise appeared (transmission error) and
his assistant received “I want” only. Again Assistant asked
Thomson (feedback) “what do you want Thomson”.

Sender : Thomson

Encoder : Telephone (Thomson)

Channel : Cable

Noise : Distraction in voice

Reception : Telephone (Assistant)

Receiver : Assistant.

Due to transmission error or noise, Assistant can’t able to

understand Thomson’s messages.

*The noise which affect the communication flow between them.

Role and Purpose
Communication is the process of passing information from one
person to another. The purpose of communication understands
of information. Whatever one wants to say to someone should
be clearly understood by him else the very purpose of the
communication would be defeated.
In an organisation communication facilitates the flow of
information and understanding between different people and
departments through different media using all the channels and
networks. This flow of information is vital for managerial
effectiveness and decision making in general and for human
resource manager in particular as he has to be in contact with the
managers of various departments, employees and workers and
trade union leaders.
Communication thus helps understand people better removing
misunderstanding and creating clarity of thoughts and
expression. It also educates people. The communication may be
written or oral, formal, informal, and upward, downward,
horizontal, diagonal, interpersonal, intrapersonal,
interdepartmental, intra-organisational.
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The communication brings people together, closer to each other.
The communication is an important management function
closely associated with all other managerial functions. It bridges
the gap between individuals and groups through flow of
information and understanding between them. Information is the
most vital aspect for communication. It is the information which
is transmitted, studied, analyzed and interpreted and stored. The
manager therefore has to spare time to collect, analyze and store
the information for decision-making and routine day to day
business.
Purpose of Communication:
Management is getting the things done through others. The
people working in the organisation should therefore be informed
how to do the work assigned to them in the best possible
manner. The communication is essential in any organisation.
The purpose of the communication can be summed up into
the following:
1. Flow of Information:
The relevant information must flow continuously from top to
bottom and vice versa. The staff at all levels must be kept
informed about the organisational objectives and other
developments taking place in the organisation. A care should be
taken that no one should be misinformed. The information
should reach the incumbent in the language he or she can
understand better. The use of difficult words should be avoided.
The right information should reach the right person, at right time
through the right person.
2. Coordination:
It is through communication the efforts of all the staff working
in the organisation can be coordinated for the accomplishment
of the organisational goals. The coordination of all personnel’s
and their efforts is the essence of management which can be
attained through effective communication.
3. Learning Management Skills:
The communication facilitates flow of information, ideas,
beliefs, perception, advice, opinion, orders and instructions etc.
both ways which enable the managers and other supervisory
staff to learn managerial skills through experience of others. The
experience of the sender of the message gets reflected in it
which the person at the receiving end can learn by analyzing and
understanding it.
4. Preparing People to Accept Change:
The proper and effective communication is an important tool in
the hands of management of any organisation to bring about
overall change in the organisational policies, procedures and
work style and make the staff to accept and respond positively.
5. Developing Good Human Relations:
Managers and workers and other staff exchange their ideas,
thoughts and perceptions with each other through
communication. This helps them to understand each other better.
They realize the difficulties faced by their colleagues at the
workplace. This leads to promotion of good human relations in
the organisation.
6. Ideas of Subordinates Encouraged:
The communication facilitates inviting and encouraging the
ideas from subordinates on certain occasions on any task. This
will develop creative thinking. Honoring subordinates’ ideas
will further motivate them for hard work and a sense of
belonging to the organisation will be developed. It will provide
them with the encouragement to share information with their
superiors without hesitation. The managers must know the ideas,
thoughts, comments, reactions and attitudes of their subordinates
and subordinates should know the same from the lowest level
staff of their respective departments.
Importance of Communication:
Effective communication is vital for efficient management and
to improve industrial relations. In modern world the growth of
telecommunication, information technology and the growing
competition and complexity in production have increased
importance of communication in organisations large and small
irrespective of their type and kind. A corporate executive must
be in a position to communicate effectively with his superiors,
colleagues in other departments and subordinates. This will
make him perform well and enable him to give his hundred
percent to the organisation.
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The following points can illustrate the importance of
communication in human resource management:
1. Base for Action:
Communication acts as a base for any action. Starting of any
activity begins with communication which brings information
necessary to begin with.
2. Planning Becomes Easy:
Communication facilitates planning. Planning is made easy by
communication. Any type of information regarding the human
resource requirement of each department of the organisation
with their qualifications, the type and kinds of job etc. can be
collected through communication which helps in human
resource planning. Policies and programmes for their acquisition
can be prepared and implemented. In the entire process
communication plays a vital role, it also facilitates managerial
planning of the organisation.
3. Means of Coordination:
Communication is an important tool for coordinating the efforts
of various people at work in the organisation.
4. Aids in Decision-Making:
The information collected through communication aids in
decision-making. Communication facilitates access to the vital
information required to take decisions.
5. Provides Effective Leadership:
A communication skill bring manager near to his subordinates
and exchange ideas and submits appropriate proposals, knows
their opinions, seeks advices and make decisions. This enables a
manager to win confidence of his subordinates through
constantly communicating with them and removing probable
misunderstandings. In this way he leads his people to
accomplish the organisational goal.
6. Boosts Morale and Motivation:
An effective communication system instills confidence among
subordinates and workers ensuring change in their attitude and
behaviour. The main cause of conflict and dissatisfaction is
misunderstanding which can be removed through
communication skills. The removal of misunderstanding makes
manager and his subordinates understand each other and create
good industrial relations. This boosts up the morale of the
people and motivates them to work harder.
Principles of Communication:
Lack of effective communication renders an organisation
handicapped. So to have effective communication certain
principles are to be followed.
They are as follows:
1. Clarity:
The principle of clarity means the communicator should use
such a language which is easy to understand. The message must
be understood by the receiver. The words used should be simple
and unambiguous. The language should not create any confusion
or misunderstanding. Language is the medium of
communication; hence it should be clear and understandable.
2. Adequacy and Consistency:
The communicator must carefully take into account that the
information to be communicated should be complete and
adequate in all respect. Inadequate and incomplete message
creates confusion and delays the action to be taken. The
adequate information must be consistent with the organizational
objectives, plans, policies and procedures. The message which is
inconsistent may play havoc and distort the corporate interests.
3. Integration:
The principle of integration portrays that through
communication the efforts of human resources of the
organisation should be integrated towards achievement of
corporate objectives. The very aim of communication is to
achieve the set target. The communication should aim at
coordinating the activities of the people at work to attain the
corporate goals.
4. Economy:
The unnecessary use of communication system will add to cost.
The system of communication must be used efficiently, timely
i.e. at the appropriate time and when it is necessary. The
economy in use of communication system can be achieved in
this way.
5. Feedback:
The purpose of communication will be defeated if feedback is
not taken from the receiver. The confirmation of the receipt of
the message in its right perspective from its receiver fulfills the
object of communication. The feedback is essential only in case
of written communication and messages sent through
messengers. In case of oral type of communication the feedback
is immediately known.
6. Need for Communication Network:
The route through which the communication passes from sender
or communicator to its receiver or communicate refers to
communication network. For effective communication this
network is essential. The managerial effectiveness will also
depend upon the availability of adequate network.
7. Attention:
The message communicated must draw the attention of the
receiver staff and ensure action from him in the right
perspective. The efficient, sincere and prompt manager succeeds
in drawing the attention of his subordinates to what he is
conveying.
It is the psychology of the people that they watch their superiors
closely and then respond to their orders or instructions. Lazy and
insincere superiors fail to garner support for themselves and
their instructions usually are not taken seriously by their
subordinates. Adhering to the above principles shall make
communication effective, minimize the human relations
problems and increase the overall efficiency.
Types and Channels of Communication
Different Types of Communication and Channels

LEARNING OBJECTIVES
1. Understand different types of communication.
2. Understand how communication channels affect
communication.
3. Recognize different communication directions within
organizations.
Types of Communication
There are three types of communication, including: verbal
communication involving listening to a person to understand the
meaning of a message, written communication in which a
message is read, and nonverbal communication involving
observing a person and inferring meaning. Let’s start with verbal
communication, which is the most common form of
communication.
Verbal Communication
Verbal communications in business take place over the phone or
in person. The medium of the message is oral.
While the process may be the same, high stakes communications
require more planning, reflection, and skill than normal day-to-
day interactions at work. Examples of high stakes
communication events include asking for a raise or presenting a
business plan to a venture capitalist. In addition to these events,
there are also many times in our professional lives when we
have crucial conversations, which are defined as discussions in
which not only are the stakes high, but also the opinions vary
and emotions run strong. In addition, be aware of your
communication style and practice being flexible; it is under
stressful situations that communication styles can become the
most rigid.
Written Communication
In contrast to verbal communications, which are oral, written
business communications are printed messages. Examples of
written communications include memos, proposals, e-mails,
letters, training manuals, and operating policies. They may be
printed on paper or appear on the screen. Written
communication is often asynchronous. That is, the sender can
write a message that the receiver can read at any time, unlike a
conversation that is carried on in real time. A written
communication can also be read by many people (such as all
employees in a department or all customers). It’s a “one-to-
many” communication, as opposed to a one-to-one conversation.
There are exceptions, of course: A voice mail is an oral message
that is asynchronous. Conference calls and speeches are oral
one-to-many communications, and e-mails can have only one
recipient or many.
Normally, a verbal communication takes place in real time.
Written communication, by contrast, can be constructed over a
longer period of time. It also can be collaborative. Multiple
people can contribute to the content on one document before that
document is sent to the intended audience.
Verbal and written communications have different strengths and
weaknesses. In business, the decision to communicate verbally
or in written form can be a powerful one. As we’ll see below,
each style of communication has particular strengths and
pitfalls. When determining whether to communicate verbally or
in writing, ask yourself: Do I want to convey facts or feelings?
Verbal communications are a better way to convey feelings.
Written communications do a better job of conveying facts.
Picture a manager making a speech to a team of twenty
employees. The manager is speaking at a normal pace. The
employees appear interested. But how much information is
being transmitted? Probably not as much as the speaker believes.
The fact is that humans listen much faster than they speak. The
average public speaker communicates at a speed of about 125
words a minute, and that pace sounds fine to the audience. (In
fact, anything faster than that probably would sound unusual. To
put that figure in perspective, someone having an excited
conversation speaks at about 150 words a minute.) Based on
these numbers, we could assume that the audience has more than
enough time to take in each word the speaker delivers, which
actually creates a problem. The average person in the audience
can hear 400 to 500 words a minute.Lee, D., & Hatesohl,
D. Listening: Our most used communication skill. Retrieved July
2, 2008, from the University of Missouri Web
site: http://extension.missouri.edu/explore/comm/cm0150.htm. T
he audience has more than enough time to hear. As a result, their
minds may wander.
As you can see, oral communication is the most often used form
of communication, but it is also an inherently flawed medium
for conveying specific facts. Listeners’ minds wander. It’s
nothing personal—in fact, it’s a completely normal
psychological occurrence. In business, once we understand this
fact, we can make more intelligent communication choices
based on the kind of information we want to convey.
Nonverbal Communication
What you say is a vital part of any communication. Surprisingly,
what you don’t say can be even more important. Research shows
that nonverbal cues can also affect whether or not you get a job
offer. Judges examining videotapes of actual applicants were
able to assess the social skills of job candidates with the sound
turned off. They watched the rate of gesturing, time spent
talking, and formality of dress to determine which candidates
would be the most socially successful on the job.Gifford, R., Ng,
C. F., & Wilkinson, M. (1985). Nonverbal cues in the
employment interview: Links between applicant qualities and
interviewer judgments. Journal of Applied Psychology, 70, 729–
736. Research also shows that 55% of in-person communication
comes from nonverbal cues such as facial expressions, body
stance, and tone of voice. According to one study, only 7% of a
receiver’s comprehension of a message is based on the sender’s
actual words, 38% is based on paralanguage (the tone, pace, and
volume of speech), and 55% is based on nonverbal cues (body
language).Mehrabian, A. (1981). Silent messages. New York:
Wadsworth. To be effective communicators, our body language,
appearance, and tone must align with the words we’re trying to
convey. Research shows that when individuals are lying, they
are more likely to blink more frequently, shift their weight, and
shrug.Siegman, A. W. (1985).
Following are a few examples of nonverbal cues that can
support or detract from a sender’s message.
Body Language
A simple rule of thumb is that simplicity, directness, and warmth
conveys sincerity. Sincerity is vital for effective communication.
In some cultures, a firm handshake, given with a warm, dry
hand, is a great way to establish trust. A weak, clammy
handshake might convey a lack of trustworthiness. Gnawing
one’s lip conveys uncertainty. A direct smile conveys
confidence.

Eye Contact
In business, the style and duration of eye contact varies greatly
across cultures. In the United States, looking someone in the eye
(for about a second) is considered a sign of trustworthiness.
Facial Expressions
The human face can produce thousands of different expressions.
These expressions have been decoded by experts as
corresponding to hundreds of different emotional states. Our
faces convey basic information to the outside world. Happiness
is associated with an upturned mouth and slightly closed eyes;
fear with an open mouth and wide-eyed stare. Shifty eyes and
pursed lips convey a lack of trustworthiness. The impact of
facial expressions in conversation is instantaneous. Our brains
may register them as “a feeling” about someone’s character. For
this reason, it is important to consider how we appear in
business as well as what we say.
Posture
The position of our body relative to a chair or other person is
another powerful silent messenger that conveys interest,
aloofness, professionalism, or lack thereof. Head up, back
straight (but not rigid) implies an upright character. In interview
situations, experts advise mirroring an interviewer’s tendency to
lean in and settle back in a seat. The subtle repetition of the
other person’s posture conveys that we are listening and
responding.
Touch
The meaning of a simple touch differs between individuals,
genders, and cultures. In Mexico, when doing business, men
may find themselves being grasped on the arm by another man.
To pull away is seen as rude. In Indonesia, to touch anyone on
the head or to touch anything with one’s foot is considered
highly offensive. In the Far East and some parts of Asia,
according to business etiquette writer Nazir Daud, “It is
considered impolite for a woman to shake a man’s hand.”Daud,
N. (n.d.). Business etiquette. Retrieved July 2, 2008,
from http://ezinearticles.com/?Business-Etiquette---Shaking-
Hands-around- the-World&id=746227. Americans, as we have
noted above, place great value in a firm handshake. But
handshaking as a competitive sport (“the bone-crusher”) can
come off as needlessly aggressive both at home and abroad.
 Space
Anthropologist Edward T. Hall coined the term proxemics to
denote the different kinds of distance that occur between people.
These distances vary among cultures. The chart below outlines
the basic proxemics of everyday life and their associated
meaning.Hall, E. T. (1966). The hidden dimension. New York:
Doubleday.

Communication Channels

Introduction
In an organization, information flows forward, backwards and
sideways. This information flow is referred to as communication.
Communication channels refer to the way this information flows
within the organization and with other organizations.
In this web known as communication, a manager becomes a link.
Decisions and directions flow upwards or downwards or sideways
depending on the position of the manager in the communication web.
For example, reports from lower level manager will flow upwards. A
good manager has to inspire, steer and organize his employees
efficiently, and for all this, the tools in his possession are spoken and
written words.
For the flow of information and for a manager to handle his
employees, it is important for an effectual communication channel to
be in place.
Types of Communication Channels
The number of communication channels available to a manager has
increased over the last 20 odd years. Video conferencing, mobile
technology, electronic bulletin boards and fax machines are some of
the new possibilities.
As organizations grow in size, managers cannot rely on face-to-face
communication alone to get their message across.
A challenge the managers face today is to determine what type of
communication channel should they opt for in order to carryout
effective communication.
In order to make a manager's task easier, the types of communication
channels are grouped into three main groups: formal, informal and
unofficial.
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Formal Communication Channels

 A formal communication channel transmits information such as

the goals, policies and procedures of an organization. Messages

in this type of communication channel follow a chain of
command. This means information flows from a manager to his
subordinates and they in turn pass on the information to the next
level of staff.
 An example of a formal communication channel is a company's
newsletter, which gives employees as well as the clients a clear
idea of a company's goals and vision. It also includes the transfer
of information with regard to memoranda, reports, directions,
and scheduled meetings in the chain of command.
 A business plan, customer satisfaction survey, annual reports,
employer's manual, review meetings are all formal
communication channels.
Informal Communication Channels
 Within a formal working environment, there always exists an

informal communication network. The strict hierarchical web of

communication cannot function efficiently on its own and hence
there exists a communication channel outside of this web. While
this type of communication channel may disrupt the chain of
command, a good manager needs to find the fine balance
between the formal and informal communication channel.
 An example of an informal communication channel is lunchtime
at the organization's cafeteria/canteen. Here, in a relaxed
atmosphere, discussions among employees are encouraged. Also
managers walking around, adopting a hands-on approach to
handling employee queries is an example of an informal
communication channel.
 Quality circles, team work, different training programs are
outside of the chain of command and so, fall under the category
of informal communication channels.
Unofficial Communication Channels
 Good managers will recognize the fact that sometimes
communication that takes place within an organization is
interpersonal. While minutes of a meeting may be a topic of
discussion among employees, sports, politics and TV shows also
share the floor.
 The unofficial communication channel in an organization is the
organization's 'grapevine.' It is through the grapevine that rumors
circulate. Also those engaging in 'grapevine' discussions often
 form groups, which translate into friendships outside of the
organization. While the grapevine may have positive
implications, more often than not information circulating in the
grapevine is exaggerated and may cause unnecessary alarm to
employees. A good manager should be privy to information
circulating in this unofficial communication channel and should
take positive measures to prevent the flow of false information.
 An example of an unofficial communication channel is social
gatherings among employees.
Conclusion
In any organization, three types of communication channels exist:
formal, informal and unofficial.
While the ideal communication web is a formal structure in which
informal communication can take place, unofficial communication
channels also exist in an organization.
Through these various channels, it is important for a manager to get
his/her ideas across and then listen, absorb, glean and further
communicate to employees.
Communication Network
The pattern of contacts among the members of the organisation
and flow of information among them is communication network.
Network helps managers to establish contacts in different
patterns through communication flows. The network depends
upon the magnitude of the organisation, nature of
communication channels in the organisation and the number of
persons involved in the process. There can be many patterns of
communication network.
The most frequently followed networks are the following:
1. Vertical Network:
The vertical network is usually between the superior and
subordinate and vice versa. It is two-way communication. The
immediate feedback is possible in this type of communication

network. It is formal network.

2. Circuit Network:
Under this network two persons communicate with each other.
Say Mr. ‘A’ sends message to Mr. ‘B’. After receiving message
Mr. ‘B’ communicates the feedback message to Mr. ‘A’. So
communication takes the form of a circuit. Therefore it is known
as circuit network. It is similar to vertical network but in circuit
network ‘A’ and ‘B’ are not necessarily superior and
subordinates.

3. Chain Network:
This network of communication follows the organisational
hierarchy and chain of command. All subordinates receive
commands or instructions from their superior. B, C, D and E, F,
G are the subordinates to A in the organisational hierarchy and
receive commands from ‘A’ which follows the way shown in the
diagram.
4. Wheel Network:
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Here all subordinates receive commands from one superior. This
is highly centralized type of communication network where each
subordinate receives commands or instructions from a single
authority or superior ‘A’ and wants the immediate feedback.
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5. Star Network:
Under star communication network all members of the group
communicate with each other and exchange information. This
network is a must for group communication or where teamwork
is involved. This network channel of communication is open to
all members of the group. The members communicate with each
other without hesitation.
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The effectiveness of the above networks of communication

channels depend upon their users i.e. the managers at all levels,
their subordinates and other members of the organisation and
above all the seriousness with which all these human resources
make use of the facilities provided to them by the organisation
to accomplish its objectives.
Barriers to Effective Communication
There are many reasons why interpersonal communications may
fail. In many communications, the message (what is said) may
not be received exactly the way the sender intended. It is,
therefore, important that the communicator seeks feedback to
check that their message is clearly understood.
The skills of Active Listening, Clarification and Reflection may
help but the skilled communicator also needs to be aware of the
barriers to effective communication and how to avoid or
overcome them.
There are many barriers to communication and these may
occur at any stage in the communication process. Barriers
may lead to your message becoming distorted and you
therefore risk wasting both time and/or money by causing
confusion and misunderstanding.
Effective communication involves overcoming these barriers
and conveying a clear and concise message.
Following principles of communication make it more
effective:
1. Principle of Clarity:
The idea or message to be communicated should be clearly spelt
out. It should be worded in such a way that the receiver
understands the same thing which the sender wants to convey.
There should be no ambiguity in the message. It should be kept
in mind that the words do not speak themselves but the speaker
gives them the meaning. A clear message will evoke the same
response from the other party. It is also essential that the
receiver is conversant with the language, inherent assumptions,
and the mechanics of communication.
2. Principle of Attention:
In order to make communication effective, the receiver’s
attention should be drawn towards message. People are different
in behaviour, attention, emotions etc. so they may respond
differently to the message. Subordinates should act similarly as
per the contents of the message. The acts of a superior also draw
the attention of subordinates and they may follow what they
observe. For example, if a superior is very punctual in coming to
the office then subordinates will also develop such habits. It is
said that ‘actions speak louder than words.
3. Principle of Feedback:
The principle of feedback is very important to make the
communication effective. There should be a feedback
information from the recipient to know whether he has
understood the message in the same sense in which the sender
has meant it.
4. Principle of Informality:
Formal communication is generally used for transmitting
messages and other information. Sometimes formal
communication may not achieve the desired results, informal
communication may prove effective in such situations.
Management should use informal communication for assessing
the reaction of employees towards various policies. Senior
management may informally convey certain decisions to the
employees for getting their feedback. So this principle states that
informal communication is as important as formal
communication.
5. Principle of Consistency:
This principle states that communication should always be
consistent with the policies, plans, programmes and objectives
of the organization and not in conflict with them. If the
messages and communications are in conflict with the policies
and programmes then there will be confusion in the minds of
subordinates and they may not implement them properly. Such a
situation will be detrimental to the interests of the organization.
6. Principle of Timeliness:
This principle states that communication should be done at
proper time so that it helps in implementing plans. Any delay in
communication may not serve any purpose rather decisions
become of historical importance only.
7. Principle of Adequacy:
 The information communicated should be adequate and
complete in all respects. Inadequate information may delay
action and create confusion. Inadequate information also affects
efficiency of the receiver. So adequate information is essential
for taking proper decisions and making action plans.

Common Barriers to Effective Communication:

 The use of jargon. Over-complicated, unfamiliar and/or
technical terms.
 Emotional barriers and taboos. Some people may find it
difficult to express their emotions and some topics may be
completely 'off-limits' or taboo. Taboo or difficult topics may
include, but are not limited to, politics, religion, disabilities
(mental and physical), sexuality and sex, racism and any opinion
that may be seen as unpopular.
 Lack of attention, interest, distractions, or irrelevance to the
receiver. (See our page Barriers to Effective Listening for
more information).
 Differences in perception and viewpoint.
 Physical disabilities such as hearing problems or speech
difficulties.
 Physical barriers to non-verbal communication. Not being
able to see the non-verbal cues, gestures, posture and general
body language can make communication less effective. Phone
calls, text messages and other communication methods that rely
on technology are often less effective than face-to-face
communication.
 Language differences and the difficulty in understanding
unfamiliar accents.
 Expectations and prejudices which may lead to false
assumptions or stereotyping. People often hear what they
expect to hear rather than what is actually said and jump to
incorrect conclusions. Our page The Ladder of
Inference explains this in more detail.
 Cultural differences. The norms of social interaction vary
greatly in different cultures, as do the way in which emotions are
expressed. For example, the concept of personal space varies
between cultures and between different social settings. See our
page on Intercultural Awareness for more information.
A skilled communicator must be aware of these barriers and
try to reduce their impact by continually checking
understanding and by offering appropriate feedback.
Module II

ADVANTAGES OF ORAL COMMUNICATION

Oral communication involves many advantages. In a recent
survey about communication it is clear that more than 55% of
the executives choose this communication. The advantages of
oral communication are as follows:

1. Time saving: When action is required to be taken

immediately it is best to transmit a message orally. If the
executives work load is high then they stop writhing and by
oral instructions they complete their message transmission
and released their work load and also it saves time.
2. Cost savings: Cost is involved in any communication.
When the communication is needed within the organization
and if it and is completed in orally, it has not needed any
paper, pen or stamp or computer. So it saves the
money of the organization.
3. More powerful: Speech is a more powerful means of
persuasion and control. Therefore, executives often prefer to
transmit messages orally.
4. Effectiveness: With the help of variations in the tone, pitch
and intensity of voice, the speaker can convey shades of
meaning. This factor also contributes to the effectiveness of
oral communication.
5. Immediate feedback: The speaker can get immediate
feedback on whether it is creating a favorable impression on
the receiver or whether the receiver will protest or whether
the receiver has receiver has clearly understood his meaning
or is feeling perplexed or baffled and he can mold and adjust
his message accordingly.
6. More suitable: The employees felt more suitable when the
message transmits in orally. They get an opportunity for
feedback and clarification.
7. A relationship develops: Oral communication is mostly
carried out helps to promote friendly relations between the
parties communicating with each other.
8. Flexibility: By the demand of the situations, oral
instructions can be changed easily and for these cases
maintain the formalities are not necessary. So it is very
much flexible and effective.
9. Easiness: It is so easy method of communication. It needs
little preparation to send a message. No need of pens,
 pencils and other writing equipment’s which are needed in
written communication.
10. Correction of errors: If any error is expressed at the time
of oral communication. It was possible to rectify at that time
or within a very short time.
11. Informal communication: In oral communication, no
need to maintain such formalities which are needed in
written communication. So it is easy and helpful to any
organization.
12. Motivation: In oral communication system, top executives
and sub ordinates staff can sit face-to-face and exchange
their views directly, so sub-ordinates are motivated day by
day.
13. Special applications: Oral communication is more helpful
in communicating messages to groups of people at assembly
meetings etc.
14. Maintaining secrecy: Interested parties of oral
communication can maintain the secrecy of messages easily.

DISADVANTAGES OF ORAL COMMUNICATION

Oral communication contains many advantages. In spite of this,
there are oral some disadvantages which are given below:

1. No record: In oral communication, messages are difficult to

record. So it is impossible to preserve the message for
future.
2. Expensive: It is also expensive media of communication.
Sometimes the audience can be managed by paying T. A
and D. A. On the other hand Technological devices that are
used in this system are costly.
3. Distortion of the word: If distortion of the word occurs in
oral communication, then main goals of the organization
may be filed.
4. Inaccuracy: There is very possibility of inaccurate
messages to reach the destination. So, the reverse result of
expected plan may be occurred.
5. Limited use: The scope of usage of oral communication is
limited. It is not suitable for lengthy messages. It should be
sued for short message.
6. Probability of omitting main subject: Sometimes, main
subject may be omitted to express a word for
communicating. So, expected result may not be achieved.
7. Confused speech: Sometimes the receiver fails to
understand the meaning of a message due to habitual
productions of the speaker.
8. No legal validity: there is any legal validity of the oral
message. As, the oral messages are not taped and kept
records, so it can be denied easily if the situation goes
against the speaker.
9. Late decision: It takes time to reach a decision. At the
beginning stage, sometime is killed in the discussion of any
personal matters. Besides some time is also wasted for
irrelevant discussion. In this way decision making is
delayed.
10. Less important: In oral communication, meaningless
speech can mislead the main effects of the communication.
But when the information comes out in written, we take it
seriously.
11. Lack of secrecy: In oral communication, the important and
secret information may be disclosed.
 12. Defective: Oral communication is defective for company’s
policy, procedure, programs, law and other important
information.
1.13. Creates misunderstanding: The speaker often gives
message without having properly organized it earlier. So, it
is possible that he may not be able to make himself properly
to communicate with the receiver. As a result,
misunderstanding May develops

ADVANTAGES OF WRITTEN COMMUNICATION:

 Easy to preserve: The documents of written
communication are easy to preserve. Oral and non-verbal
communication cannot be preserved. If it is needed,
important information can be collected from the preserved
documents.
 Easy presentation of complex matter: Written
communication is the best way to represent any complex
matter easily and attractively.
 Permanent record: The documents of written
communication act as a permanent record. When it is
needed, important information can be easily collected from
the preserved documents.
 Prevention of wastage of time and money: Written
communication prevents the waste of money and time.
Without meeting with each other the communicator and
communicate can exchange their views.
 Accurate presentation: Through the documents of the
written communication top executive can present the
information more accurately and clearly. As it is a legal
document everybody takes much care does draft it.
 Use as a reference: If it is needed, written communication
can be used as future reference.
 Delegation of authority: Written communication can help
the authority to delegate the power and authority to the
subordinate. It is quite impossible to delegate power without
a written document.
 Longevity: Written document can be preserved for a long
time easily. That is why; all the important issues of an
organization should be back and white.
 Effective communication: Written communication helps to
make communication effective. It is more dependable and
effective than those of other forms of communication.
 Maintaining image: Written communication helps to
maintain the images of both the person and the organization.
It also protects the images of the company or organization.
 Proper information: It is a proper and complete
communication system. There is no opportunity to include
any unnecessary information in a written document.
 Less distortion possibility: In this communication system
information is recorded permanently. So, there is less
possibility of distortion and alteration of the information.
 No opportunity to misinterpret: there is any opportunity
to misinterpret the information or messages of written
communication.
 Controlling tool: Written communication can help to
control the organizational activity. The written document
may be used as a tool for controlling.
 Easy to verify: The information and messages that are
preserved can be verified easily. If there arises any
misunderstanding any party can easily verify the
information.
  Others: Clear understanding, Legal document,
Acceptability, Reduction of risk, Creating confidence, Easy
circulation, Wide access or coverage etc.

DISADVANTAGES OF WRITTEN COMMUNICATION

The limitations and disadvantages of written communication are
given below:

 Expensive: Written communication is comparatively

expensive. For this communication paper, pen, ink,
typewriter, computer and a large number of employees are
needed.
 Time consuming: Written communication takes time to
communicate with others. It is a time consuming media. It
costs the valuable time of both the writer and the reader.
 Red-Taoism: Red-Taoism is one of the most disadvantages
of written communication. It means to take time for
approval of a project.
 Useless for illiterate person: It messages receiver is
illiterate, written communication is quite impossible. This is
major disadvantage written communication.
 Difficult to maintain secrecy: It is an unexpected medium
to keep business secrecy. Secrecy is not always possible to
maintain through written communication. Because here
needs to discuss everything in black and white.
 Lack of flexibility: Since writing documents cannot be
changed easily at any time. Lack of flexibility is one of the
most important limitations of written communication.
 Delay in response: It takes much time to get a response
from the message receiver; prompt response is not possible
 in case of written communication that is possible in oral
communication.
 Delay in decision making: Written communication takes
much time to communicate with all the parties concerned.
So the decision maker cannot take decisions quickly.
 Cost in record keeping: It is very difficult and expensive to
keep all the records in written communication.
 Complex words: Sometimes the writer uses complex words
in writing a message. It becomes difficult to meaning out to
the reader. So the objectives of the communication may
lose.
 Lack of direct relation: If there is no direct relation
between the writer and the reader, writer communication
cannot help to establish a direct relation between them.
 Other: Prompt feedback is impossible, Slowness,
Bureaucratic attitude, Understanding problem between boos
and subordinates, lack in quick clarification and correction,
formality problem, lack of personal intimacy, etc.

Developing The Four Essential Skills–Listening, Speaking,

Reading & Writing

Why are the four skills useful?

In-order to become a well-rounded communicator one needs to
be proficient in each of the four language skills. These four
skills give learners opportunities to create contexts in which to
use the language for exchange of real information, evidence of
their own ability (proof of learning) and, most important,
confidence. Listening and reading are the receptive
skills because learners do not need to produce language, they
receive and understand it. These skills are sometimes known as
passive skills. The productive skills are speaking and writing
because learners are applying these skills in a need to produce
language. They are also known as active skills.

Listening
Listening is a receptive language skill which learners usually
find the most difficult. This often is because they feel under
unnecessary pressure to understand every word. The listener has
to get oriented to the listening portion and be all ears. The
listener is also required to be attentive. Anticipation is a skill to
be nurtured in Listening. In everyday life, the situation, the
speaker, and visual clues all help us to decode oral messages. In
due course of listening, be in a lookout for the sign post words.
Thirdly one should be able to concentrate on understanding the
message thoroughly. Listening Skills could be enhanced by
focusing on making the students listen to the sounds of that
particular language. This would help them with the right
pronunciation of words. To equip students with training in
listening, one can think about comprehending speeches of
people of different backgrounds and regions. This intensive
listening will ultimately help a student to understand more on
the accents to be used and the exact pronunciation of words.

Speaking
Language is a tool for communication. We communicate with
others, to express our ideas, and to know others’ ideas as well.
We must take into account that the level of language input
(listening) must be higher than the level of language production.
In primary schools elocution and recitation are main sources to
master the sounds, rhythms, and intonation of the English
language through simple reproduction. The manifestations of the
language in games and pair work activities are encouraging
source to learn to speak the language. This assists the learners to
begin to manipulate the language by presenting them with a
certain amount of choice, albeit within a fairly controlled
situation. This skill could be improved by understanding para-
linguistic attributes such as voice quality, volume and tone,
voice modulation, articulation, pronunciation etc. This could
also be further enhanced with the help of debates and
discussions.

Reading
Reading is a learning skill. It helps you improve all parts of
the English language – vocabulary, spelling, grammar, and
writing. It helps to develop language intuition in the corrected
form. Then the brain imitates them, producing similar sentences
to express the desired meaning. Using skimming or scanning
technique to read quickly is highly effective. While reading
underlining of key words is a must. Reading Skills help the
students grasp the content and draw conclusions. The students
should also make it a point to familiarize themselves with the
jargons and new words by making reading a habit be it reading
newspapers, articles, books, magazines etc
Writing
Writing provides a learner with physical evidence of his
achievements and he can measure his improvement. It helps to
consolidate their grasp of vocabulary and structure, and
complements the other language skills. It helps to understand the
text and write compositions. It can foster the learner’s ability to
summarize and to use the language freely. To write flawless
language one should excel in the Writing Skills with the help of
various methods. Importance should be given to composition
and creative writing. One should also focus on coherence and
cohesiveness when it comes to writing a language.
With these four skills addressed equally while learning English,
the learners can be assured of having good communication
skills, a great necessity in today’s competitive world.

Module III
Principles of Nonverbal Communication
Nonverbal communication has a distinct history and serves
separate evolutionary functions from verbal communication. For
example, nonverbal communication is primarily biologically
based while verbal communication is primarily culturally based.
Nonverbal communication also evolved earlier than verbal
communication and served an early and important survival
function that helped humans later develop verbal
communication. While some of our nonverbal communication
abilities, like our sense of smell, lost strength as our verbal
capacities increased, other abilities like paralanguage and
movement have grown alongside verbal complexity. The fact
that nonverbal communication is processed by an older part of
our brain makes it more instinctual and involuntary than verbal
communication.
Nonverbal Communication Conveys Important
Interpersonal and Emotional Messages
more meaning is generated from nonverbal communication than
from verbal. Some studies have claimed that 90 percent of our
meaning is derived from nonverbal signals, but more recent and
reliable findings claim that it is closer to 65 percent. We may
rely more on nonverbal signals in situations where verbal and
nonverbal messages conflict and in situations where emotional
or relational communication is taking place. In interactions
where information exchange is the focus, at a briefing at work,
for example, verbal communication likely accounts for much
more of the meaning generated. Despite this exception, a key
principle of nonverbal communication is that it often takes on
more meaning in interpersonal and/or emotional exchanges.
About 65 percent of the meaning we derive during interactions
comes from nonverbal communication.
Nonverbal Communication Is More Involuntary than
Verbal
There are some instances in which we verbally communicate
involuntarily. These types of exclamations are often verbal
responses to a surprising stimulus. For example, we say
“owww!” when we stub our toe or scream “stop!” when we see
someone heading toward danger. Involuntary nonverbal signals
are much more common, and although most nonverbal
communication isn’t completely involuntary, it is more below
our consciousness than verbal communication and therefore
more difficult to control.
The involuntary nature of much nonverbal communication
makes it more difficult to control or “fake.” For example,
although you can consciously smile a little and shake hands with
someone when you first see them, it’s difficult to fake that
you’re “happy” to meet someone.
While we can consciously decide to stop sending verbal
messages, our nonverbal communication always has the
potential of generating meaning for another person
Nonverbal Communication Is More Ambiguous
we learn that the symbolic and abstract nature of language can
lead to misunderstandings, but nonverbal communication is even
more ambiguous. As with verbal communication, most of our
nonverbal signals can be linked to multiple meanings, but unlike
words, many nonverbal signals do not have any one specific
meaning. If you’ve ever had someone wink at you and didn’t
know why, you’ve probably experienced this uncertainty. Did
they wink to express their affection for you, their pleasure with
something you just did, or because you share some inside
knowledge or joke?
In general, we exhibit more idiosyncrasies in our usage of
nonverbal communication than we do with verbal
communication, which also increases the ambiguity of
nonverbal communication.
Nonverbal Communication Is More Credible
 Although we can rely on verbal communication to fill in the
blanks sometimes left by nonverbal expressions, we often put
more trust into what people do over what they say. This is
especially true in times of stress or danger when our behaviors
become more instinctual and we rely on older systems of
thinking and acting that evolved before our ability to speak and
write.
Functions of Nonverbal Communication
A primary function of nonverbal communication is to convey
meaning by reinforcing, substituting for, or contradicting verbal
communication. Nonverbal communication is also used to
influence others and regulate conversational flow. Perhaps even
more important are the ways in which nonverbal communication
functions as a central part of relational communication and
identity expression.
Nonverbal Communication Conveys Meaning
Nonverbal communication conveys meaning by reinforcing,
substituting for, or contradicting verbal communication.
Gestures reinforce basic meaning—for example, pointing to the
door when you tell someone to leave. Facial expressions
reinforce the emotional states we convey through verbal
communication
Nonverbal communication can substitute for verbal
communication in a variety of ways. Nonverbal communication
can convey much meaning when verbal communication isn’t
effective because of language barriers. Language barriers are
present when a person hasn’t yet learned to speak or loses the
ability to speak. Although it’s always a good idea to learn some
of the local language when you travel, gestures such as pointing
or demonstrating the size or shape of something may suffice in
basic interactions.

Nonverbal Communication Influences Others

Nonverbal communication can be used to influence people in a
variety of ways, but the most common way is through deception.
Deception is typically thought of as the intentional act of
altering information to influence another person, which means
that it extends beyond lying to include concealing, omitting, or
exaggerating information. Since most of us intuitively believe
that nonverbal communication is more credible than verbal
communication, we often intentionally try to control our
nonverbal communication when we are engaging in deception.
Likewise, we try to evaluate other people’s nonverbal
communication to determine the veracity of their messages.
Nonverbal Communication Regulates Conversational Flow
Conversational interaction has been likened to a dance, where
each person has to make moves and take turns without stepping
on the other’s toes. Nonverbal communication helps us regulate
our conversations so we don’t end up constantly interrupting
each other or waiting in awkward silences between speaker
turns. Pitch, which is a part of vocalics, helps us cue others into
our conversational intentions.
Nonverbal Communication Affects Relationships
To successfully relate to other people, we must possess some
skill at encoding and decoding nonverbal communication. The
nonverbal messages we send and receive influence our
relationships in positive and negative ways and can work to
bring people together or push them apart. Nonverbal
communication in the form of tie signs, immediacy behaviors,
and expressions of emotion are just three of many examples that
illustrate how nonverbal communication affects our
relationships.
Tie signs are nonverbal cues that communicate intimacy and
signal the connection between two people. These relational
indicators can be objects such as wedding rings or tattoos that
are symbolic of another person or the relationship, actions such
as sharing the same drinking glass, or touch behaviors such as
hand-holding. These skills are important to help initiate and
maintain relationships.
Nonverbal Communication Expresses Our Identities
Nonverbal communication expresses who we are. Our identities
(the groups to which we belong, our cultures, our hobbies and
interests, etc.) are conveyed nonverbally through the way we set
up our living and working spaces, the clothes we wear, the way
we carry ourselves, and the accents and tones of our voices. Our
physical bodies give others impressions about who we are, and
some of these features are more under our control than others.
Non-verbal communication is integral yet a complex part of
our overall communication skills. Non-verbal communication is
a message or response not expressed in words or hints. Non-
verbal signals are deeply rooted and conscious part of our
overall behaviours. It is a recognised as route to discover what
the other side wants. It is a combination of implicit and explicit
meaning of words. It gives us information about emotional state
and reinforces the meaning of words. It can play five roles in
communication which are repetition, contradiction, substitution,
complementing and accenting. Various things which an
individual can take care of during presentations are non-verbal
behaviours and spatial arrangements of words. There are various
types of non-verbal communication styles which can be
abbreviated as “KOPPACT”. It stands for kinesis, oculisics,
paralanguage, proxemics, chromatics, tactics. It is explained
below in detail:-

Kinesis includes body language, body movements, gestures,

postures, postures, facial expressions head and hand movements.
It can be used to emphasise on what is being said. It has various
elements like voice quality, adapters, regulators, affect displays,
and illustrators. In all non-verbal modes facial expressions are of
the most significance as it plays 55 percent of our total non-
verbal communication. Facial expressions can be further sub-
divided into micro expressions, sign languages and eye
contact. Postures can reflect people’s emotions, attitudes, and
intentions. Research has identified range of postural signals such
as open and closed postures. It helps to determine individual’s
degree of confidence, status and receptivity to audience.
Moreover, postures help to identify degree of attention and
interpersonal relationship. Mirror image congruent postures
helps to identify the sentiment of the audience by number of
leans, folded arms, legs crossed, mudras, bends and various
others sitting and standing. Gestures are woven into the fabrics
of daily lives. They strengthen our opinion by movement of
hands (wave, point, beckon), nodding, expressions (nine
sentiments or navratnas). The meaning of gestures are
interpreted differently across different cultures. It is important to
be clear as it can lead to misinterpretations. Adapters, symbolic
and conversational are three types of gestures.

Oculisics deals with eye span or eye contact. We can deceive

people through eyes. We should try to establish proper eye
contact as it can give proper indications to audience. It can help
establish interest, engagement, involvement and attention with
the audience. It basically helps to serve three purposes. Firstly, It
helps to give and receive feedback. Looking at someone lets
them know that the receiver is concentrating on the content of
their speech as not maintaining eye contact can indicate
disinterest. Secondly, it helps people know when it is their 'turn'
to speak. Eye contact is more likely to be continuous when
someone is listening, rather than speaking. When a person has
finished what they have to say, they will look directly at the
other person and this gives a signal that the arena is open.
Thirdly, it helps to communicate something about a relationship
between people. When you dislike someone, you tend to avoid
eye contact and pupil size is often reduced. On the other hand,
the maintenance of positive eye contact signals interest or
attraction in the audience. Some of the examples of this are
Narendra Modi and Barrack Obama.

Proxemics is the spatial distance, intimate relation, closeness

between people, group or society. It involves embracing,
touching and whispering. It is seen that close friends, relatives,
mutual friends share excellent space with each other and are able
to understand each other better. We all have a need for physical
space, although that need differs depending on the culture, the
situation, and the closeness of the relationship. One can use
physical space to communicate many different nonverbal
messages, including signals of intimacy and affection,
aggression and dominance. While delivery of speech one must
have eight to ten feet distance.

Paralanguage is the pitch and tone of our verbal message.

When we speak other people read our voices in addition to
listening to our words. They pay attention to our pace of
speaking, time, loudness, tone and inflection.Our tone of voice
can indicate sarcasm, anger, affection and confidence. Pitch is
high and low modulation of voice. It depicts anger and
happiness. High pitch helps to reinforce with cover and coat.
High pitch helps to highlight the important message and low
pitch can determine less importance, fatigue, and disinterest.

Chronemics or timing plays a very important role in in

presentation to establish proper sync or wavelength between
verbal and non-verbal communications. Sense of time helps to
indicate starting and ending of an event. It can depict interest
and disinterest in audience as well as speaker. For example
looking at the watch while giving presentation can indicate
disinterest and can evade audience from listening and marks loss
of interest. Various aspects of time are temporal processing,
cognitions, emotions, embodiments, interval time and
perception.

Artifactics the things that one carries. Example the way of

dressing. It adds to ones personality .Our outlook can impress
people. It is very important the way one carries oneself. It helps
the audience to interpret and analyze us better.

Touch (or Haptics) can help to reassure people, make them

comfortable, or even dissuade and discomfort them. A touch can
send a positive or negative signal. A touch We communicate a
great deal through touch. Think about the messages given by the
following: a weak handshake, a timid tap on the shoulder, a
warm bear hug, a reassuring slap on the back, a patronizing pat
on the head, or a controlling grip on your arm.

Benefits of non-verbal communication are it strengthens

relationship between people, helps to provide feedback, regulate
the flow of communication, keep people motivated to listen,
increases credibility of speaker, improves expressions and
understanding, gives satisfaction, and even improves popularity.
Some advantages of Non-verbal communication are that it helps
to communicate with deaf people, respond in silent zones,
convey secrets, conversation with distant person, save time,
make conversations short and brief and helps to communicate
with people who do not understand our language. Non-verbal
communication has few disadvantages also. It cannot be used to
have long conversations, to unveil particulars of the message,
difficult to understand and requires lot of patience and
repetitions, cannot be used as a public tool for communication,
less influential, not impressive and impressionable.
People nowadays prefer emails over facial interactions without
realizing that electric communications will and can never be a
substitute for the face of someone. As it is popularly said that
our actions speak louder than words”, as sign language and
language of symbols is understood by all.
Visual Codes- It means coded without words. Visual
codes is the transmission of information and ideas using
symbols and imagery. Its purpose is to analyze how people
make meaning out of symbols and how those symbols are
interpreted.