4 Types of Communication and How To

Improve Them
Importance of communication
We use communication every day in nearly every environment, including in the
workplace. Whether you give a slight head nod in agreement or present information to a
large group, communication is absolutely necessary when building relationships,
sharing ideas, delegating responsibilities, managing a team and much more.

Learning and developing good communication skills can help you succeed in your
career, make you a competitive job candidate and build your network. While it takes
time and practice, communication and interpersonal skills are certainly able to be both
increased and refined.

There are four main types of communication we use on a daily basis: verbal, nonverbal,
written and visual. With all of these communication styles, it’s most effective when you
know how to actively listen, observe and empathize. Developing these soft skills can
help you better understand a message and respond thoughtfully.
Image description

Types of communication
There are several different ways we share information with one another. For example,
you might use verbal communication when sharing a presentation with a group. You
might use written communication when applying for a job or sending an email. Here’s a
more in-depth look at the four main categories of communication:

1. Verbal

Verbal communication is the use of language to transfer information through speaking

or sign language. It is one of the most common types, often used during presentations,
video conferences and phone calls, meetings and one-on-one conversations. Verbal
communication is important because it is efficient. It can be helpful to support verbal
communication with both nonverbal and written communication.

Here are a few steps you can take to develop your verbal communication skills:
  Use a strong, confident speaking voice. Especially when presenting
information to a few or a group of people, be sure to use a strong voice so that
everyone can easily hear you. Be confident when speaking so that your ideas are
clear and easy for others to understand.
 Use active listening. The other side of using verbal communication is intently
listening to and hearing others. Active listening skills are key when conducting a
meeting, presentation or even when participating in a one-on-one conversation.
Doing so will help you grow as a communicator.
 Avoid filler words. It can be tempting, especially during a presentation, to use
filler words such as “um,” “like,” “so” or “yeah.” While it might feel natural after
completing a sentence or pausing to collect your thoughts, it can also be
distracting for your audience. Try presenting to a trusted friend or colleague who
can call attention to the times you use filler words. Try to replace them by taking
a breath when you are tempted to use them.

2. Nonverbal

Nonverbal communication is the use of body language, gestures and facial expressions
to convey information to others. It can be used both intentionally and unintentionally. For
example, you might smile unintentionally when you hear a pleasing or enjoyable idea or
piece of information. Nonverbal communication is helpful when trying to understand
others’ thoughts and feelings.

If they are displaying “closed” body language, such as crossed arms or hunched
shoulders, they might be feeling anxious, angry or nervous. If they are displaying “open”
body language with both feet on the floor and arms by their side or on the table, they
are likely feeling positive and open to information.

Here are a few steps you can take to develop your nonverbal communication skills:

 Notice how your emotions feel physically. Throughout the day, as you

experience a range of emotions (anything from energized, bored, happy or
frustrated), try to identify where you feel that emotion within your body. For
example, if you’re feeling anxious, you might notice that your stomach feels tight.
Developing self-awareness around how your emotions affect your body can give
you greater mastery over your external presentation.
 Be intentional about your nonverbal communications. Make an effort to
display positive body language when you feel alert, open and positive about your
surroundings. You can also use body language to support your verbal
communication if you feel confused or anxious about information, like using a
furrowed brow. Use body language alongside verbal communication such as
asking follow-up questions or pulling the presenter aside to give feedback.
 Mimic nonverbal communications you find effective. If you find certain facial
expressions or body language beneficial to a certain setting, use it as a guide
when improving your own nonverbal communications. For example, if you see
that when someone nods their head it communicates approval and positive
 feedback efficiently, use it in your next meeting when you have the same
feelings.

Related: Examples of Nonverbal Communication in the Workplace

3. Visual

Visual communication is the act of using photographs, art, drawings, sketches, charts
and graphs to convey information. Visuals are often used as an aid during presentations
to provide helpful context alongside written and/or verbal communication. Because
people have different learning styles, visual communication might be more helpful for
some to consume ideas and information.

Here are a few steps you can take to develop your visual communication skills:

 Ask others before including visuals. If you are considering sharing a visual aid
in your presentation or email, consider asking others for feedback. Adding visuals
can sometimes make concepts confusing or muddled. Getting a third-party
perspective can help you decide whether the visual adds value to your
communications.
 Consider your audience. Be sure to include visuals that are easily understood
by your audience. For example, if you are displaying a chart with unfamiliar data,
be sure to take time and explain what is happening in the visual and how it
relates to what you are saying. You should never use sensitive, offensive, violent
or graphic visuals in any form.

To make improvements to your communication skills, set personal goals to work

through the things you want to accomplish step by step. It might be helpful to consult
with trusted colleagues, managers or mentors to identify which areas would be best to
focus on first.

4. Written

Written communication is the act of writing, typing or printing symbols like letters and
numbers to convey information. It is helpful because it provides a record of information
for reference. Writing is commonly used to share information through books, pamphlets,
blogs, letters, memos and more. Emails and chats are common forms of written
communication in the workplace.

Here are a few steps you can take to develop your written communication skills:

 Strive for simplicity. Written communications should be as simple and clear as

possible. While it might be helpful to include lots of detail in instructional
communications, for example, you should look for areas where you can write as
clearly as possible for your audience to understand.
  Don’t rely on tone. Because you do not have the nuance of verbal and
nonverbal communication, be careful when you are trying to communicate a
certain tone when writing. For example, attempting to communicate a joke,
sarcasm or excitement might be translated differently depending on the
audience. Instead, try to keep your writing as simple and plain as possible and
follow up with verbal communications where you can add more personality.
 Take time to review your written communications. Setting time aside to re-
read your emails, letters or memos can help you identify mistakes or
opportunities to say something differently. For important communications or
those that will be sent to a large number of people, it might be helpful to have a
trusted colleague review it as well.
 Keep a file of writing you find effective or enjoyable. If you receive a certain
pamphlet, email or memo that you find particularly helpful or interesting, save it
for reference when writing your own communications. Incorporating methods or
styles you like can help you to improve over time.

1. Verbal Communication
Verbal communication involves the usage of words with the delivery of the intended

message. It is a method of effective communication including personal, phone calls, or

emails whenever possible. It can be one-on-one, over the phone, or in group settings.

The medium of the message, in the case of verbal communication, is oral. Seeing the

person with whom face-to-face communication is taking place helps gauge that

person’s response by understanding their body language and also assists in active

participation in the dialogue. Thus, both written and oral communication are the two

main types of verbal communication.

Storytelling
Storytelling is a form of verbal communication that is effective. A vital organizational

function is served by it as it helps in the construction of common meanings for the

individuals in the organization. Stories assist in clarifying key values and also help in

demonstrating the way things are. The story’s tone, strength, and frequency relate to

higher organizational commitment. The quality of stories that entrepreneurs tell is

related to the capability of securing capital for their organizations. Stories can help to

reinforce as well as perpetuate the culture of an organization.

Crucial Conversations
The process is similar, with more skill, reflection, and planning for high-stakes

communications compared to daily work interactions. Examples of high-stakes

communication include presenting the venture capitalist with a business plan and

asking for a raise. Apart from these, several times in our professional lives, we have

crucial conversations in which stakes are high, emotions run strong, and opinions may

differ.

2. Written Communication
Written communication is crucial in the workplace. It is everywhere and consists of

traditional paper and pen documents and letters, text chats, emails, typed electronic

documents, reports, SMS, and anything else, for written symbols like language and

documents that are a part of day-to-day business life. Such methods of communication

are indispensable for any formal business communication and also for the issue of legal

instructions.
The methods of communication that mainly use written communication consist of

formal business proposals, press releases, memos, contracts, brochures, handbooks, and

the like. How effective the written communication is will depend on the writing style,

vocabulary, grammar, and clarity. Written communication is most suitable for detailed

instructions, documentation, or remote communication. Some of the written methods of

communication include –

Social Media
Social media tools such as Facebook can be used effectively in organizations to

communicate between locations, divisions, departments, and employees. Certain

devices, such as Yammer, are specifically designed to create social media networks in

the confines of a particular business domain.

Email
Email communication in organizations has become very common and is an essential

tool for sharing information with hundreds and thousands of employees. It is usually a

significant component of the communication plan. Even though it may not be a

replacement for face-to-face or other methods of communication, it is easily accessible

and inexpensive.
3. Oral Communication
The other type of verbal communication includes the spoken word, either over the

phone or face-to-face, videoconferencing, voice chat, or any other medium. Different

types of informal communication, like the casual rumor mill or grapevine, and formal

communications, such as conferences and lectures, are the forms of effective oral

communication. The use of verbal communication is common in discussions as well as

conversations that are informal and casual. How effective oral communication is will

depend on speed, volume, pitch, voice modulation, speech clarity, and non-verbal

communication like visual cues and body language.

Some of the important oral methods of communication include –

4. Face-to-Face Communication
This is usually the preferred method of communication, although it is only realistic

sometimes, especially in organizations in several locations around the globe. However,

tools like videoconferencing make face-to-face communication possible and help even

large organizations create personal connections between the management and the staff.

Meetings
Meetings with employees and clients are common in almost all business settings, and

now it has become possible to augment them via tools of technology that allow
participants in remote locations to participate in the discussions. However, they are not

physically present at the meeting site.

Verbal communication is used for clear communication or to compliment or reprimand

someone. While using verbal communication, the person needs to be aware of his tone

of voice, inflection, and speed. Using sarcasm and angry tones can cause the person you

are communicating with to be defensive. While speaking to your team or a group of

people, you should ensure that you speak loudly and clearly so that everyone can

understand what you are saying. Use a microphone to address a group in a large room.

Verbal communication makes conveying thoughts faster and easier and is the most

successful method of communication. However, it makes up just 7% of all human

contact.

5. Nonverbal methods of Communication

“The most important thing in communication is hearing what isn’t said.”

Peter Drucker

Communication by sending and receiving wordless messages is a part of nonverbal

communication. Such messages are a vital part of any communication and generally

reinforce verbal communication. However, they can also convey their feelings and

thoughts.
Physical Nonverbal Communication
Physical Nonverbal Communication or body language consists of body posture, facial

expressions, eye contact, gestures like a pointed finger, wave, and the like, touch, tone

of voice, overall movements of the body, and others. It can be relied on for sign

language.

You need to be aware of nonverbal communication. Your movements, eye contact,

gestures, and the way you sit and stand all help convey a message. Use appropriate

gestures, and your hands should be at your sides. You should avoid fidgeting as it is

distracting, and avoid crossed arms as it signals being closed off or angry. You should

always look into the eyes of the person to whom you are speaking but never stare or roll

your eyes when they are talking.

The most common among all nonverbal communication is facial expressions. For

example, a frown or a smile conveys emotions that are distinct and difficult to express

using verbal communication. Research has shown that nonverbal cues, body language,

facial expressions, tone of voice, and body stance account for almost 55% of all

communication. As per the research, only 7% of the message’s comprehension relies on

the actual words of the sender, 38% is based on para language (the volume, tone, and

pace of speech), while 55% depends on nonverbal cues (body language).

Research has also revealed that nonverbal cues may help you get the job of your

dreams. Judges who examined the applicants’ videotapes could assess their social skills

even with no audio. They evaluated the gesturing rate, time spent talking, and dress

code to determine the eligibility of the candidates. Thus, it is essential to consider how

one appears in the business and what one says. Our facial muscles convey our true

emotions like a silent message without uttering a word. A change in our emotional state

is visible in our facial expressions.

For example, if we focus on being confident before an interview, our faces will convey

our confidence to the interviewer. Putting up a smile even when feeling stressed can

reduce stress levels.

Paralanguage
A significant component of nonverbal communication is when something is said instead

of displayed. This consists of a style of speaking, tone, emotion, stress, pitch, intonation,

and voice quality. It helps in communicating interest, approval, or absence. The tone of

the voice accounts for 38% of all communications.

The other nonverbal communication forms generally express personal development.

These consist of the following –

 Aesthetic communication or creative expressions like painting, dancing, etc.

  Appearance or the style of grooming and dressing communicates a person’s

personality.

 Space languages like landscapes and portraits broadcast taste as well as social status.

 Symbols like ego-building, status, and religious symbols.

To ensure the use of effective methods of communication, align the tone, appearance,

and body language with the words. Research has indicated that when individuals lie,

they blink more often, shrug, and shift their weight. The tone is another element of

communication that is nonverbal. A different tone can alter the message’s perceived

meaning. The emphasis on a particular word illustrates how a tone can convey much

information.

6. Visual Communication
Visual communication is the third method of communication that takes place through

the help of visual aids like color, illustration, graphic design, drawing, typography,

signs, and other electronic resources.

Visual communication comprising charts and graphs reinforces verbal communication

methods and, in most situations, replaces non-verbal communication completely. “A

picture is worth a thousand words” is an adage that shows that verbal communication

can, on several occasions, be more powerful than nonverbal communication. The

developments in technology have made the expression of visual communication easier

than it was before.

There is no one correct way of communicating, but you need to know what is

appropriate in that situation. The chosen methods of communication depend on the

scenario. Put yourself in the shoes of others and try empathy. To communicate a certain

message, consider how you would interpret it. Using your good judgment regarding the

situation and being considerate of your employees will make you an effective

communicator. A better understanding of the various effective communication

styles and methods will help in knowing and dealing with people, clear any

misconceptions or misunderstandings that may exist, and thus contribute to the

organization’s success.

FIVE TYPES OF COMMUNICATION

Posted on July 12, 2018
In preparing for my Fall course: Communications for Professionals, I’ve been
thinking more and more about the different types of communication. In previous
years, I have outlined four types of communication, but I believe there are
actually five types of communication: verbal, non-verbal, written, listening, and
visual.

VERBAL COMMUNICATION
Verbal communication occurs when we engage in speaking with others. 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.
Regardless of the type, it is not just about the words, it is also about the caliber
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. And when occurring face-to-face, while the words are important,
they cannot be separated from non-verbal communication.

NON-VERBAL COMMUNICATION
What we do while we speak often says more than the actual words. 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 the
their words and their non-verbal communication. Your boss might be in
agreement with your idea verbally, but their nonverbal cues: avoiding eye
contact, sighing, scrunched up face, etc. indicate something different.

WRITTEN COMMUNICATION
Whether it is an email, a memo, a report, a Facebook post, a Tweet, a contract,
etc. all forms of written communication have the same goal to disseminate
information in a clear and concise manner – though that objective is often not
achieved. In fact, poor writing skills often lead to confusion and embarrassment,
and even potential legal jeopardy. One important thing to remember about written
communication, especially in the digital age, is the message lives on, perhaps in
perpetuity. Thus, there are two things to remember: first, write well – poorly
constructed sentences and careless errors make you look bad; and second,
ensure the content of the message is something you want to promote or be
associated with for the long haul.

LISTENING
The act of listening does not often make its way onto the list of types of
communication. Active listening, however, is perhaps one of the most important
types of communication because if we cannot listen to the person sitting across
from us, we cannot effectively engage with them. Think about a negotiation – part
of the process is to assess what the opposition wants and needs. Without
listening, it is impossible to assess that, which makes it difficult to achieve a
win/win outcome.

VISUAL COMMUNICATION
We are a visual society. Think about it, televisions are running 24/7, Facebook is
visual with memes, videos, images, etc., Instagram is an image-only platform,
and advertisers use imagery to sell products and ideas. Think about from a
personal perspective – the images we post on social media are meant to convey
meaning – to communicate a message. In some cases that message might be,
look at me, I’m in Italy or I just won an award. Others are carefully curated to tug
on our heartstrings – injured animals, crying children, etc.

We communicate continually throughout each and every day. We do it without

thinking – we operate on communication autopilot. However, I encourage you to
think about how you communicate. How do you communicate verbally? What
nonverbal cues do you use when you are disinterested? Excited? Nervous? Are
you a good listener? Can you write a concise, clearly articulated message? Are
there barriers to how you communicate effectively?