01.

DEFINITIONS AND TYPES OF COMMUNICATION

1. Definitions of Communication skills:
• Since communication happens around us all the time, the process is often taken for granted. A large
amount of time is spent communicating hence there is need to make sure that ideas and information
are put in a way that everyone involved can understand. Thinking about what to say, working out
the best way of saying it, finding the right words, making sure the other person understands and
understanding anything he\she says in reply are all vital stages in communication.
• Communication comes from the Latin word (communis) which means common. When we
communicate, we are trying to establish commonness with someone. That is, we are trying to share
information, an idea, or an attitude (Schramm, 1993).
From the previous definitions:
• This can therefore lead us to define communication as giving, receiving, or exchanging ideas,
information, signals, or messages through appropriate media, enabling individuals or groups to
persuade, to seek information, to give information or to express emotions.
• Skill is the ability to use one's knowledge effectively and readily in execution or performance, or a
learned power of doing something competently.
Communication Skills:
• the ability to convey information and ideas effectively (Collins Dictionary).

2. Types of Communication:
• As mentioned, communication is a process of exchanging information, ideas, thoughts, feelings and
emotions through speech, signals, writing, or behaviour. In communication process, a sender
(encoder) encodes a message and then using a medium/channel sends it to the receiver (decoder)
who decodes the message and after processing information, sends back appropriate feedback/reply
using a medium/channel. People communicate with each other in a number of ways that depend
upon the message and its context in which it is being sent. Choice of communication channel and
your style of communicating also affect communication.

2.1 Types of communication based on the communication channels used are:

There are two types of communication based on channel; verbal communication and nonverbal
communication.
2.1.1 Verbal Communication:
Verbal communication refers to the form of communication in which message is transmitted verbally;
communication is done by word of mouth and writing. Objective of every communication is to have
people understand what we are trying to convey.
• When we talk to others, we assume that others understand what we are saying because we know
what we are saying. But this is not the case. Usually people bring their own attitude, perception,
emotions and thoughts about the topic and hence creates barrier in delivering the right meaning.
• In order to deliver the right message, you must put yourself on the other side of the table and think
from your receiver's point of view. Would he/she understand the message? How it will it sound on
the other side of the table?

Verbal Communication is further divided into, two oral /spoken and two written communications.
a. Oral/Spoken Communication:
In oral communication, spoken words are used. It includes face-to-face conversations, speech,
telephonic conversation, radio, voice over internet. Examples of spoken communication that is used
in the workplace include conversations, interviews, counselling/helping colleagues, meetings,
conferences and so on.
In oral communication, communication is influenced by pitch, volume, speed, and clarity of
speaking.

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b. Written Communication:
In written communication, written signs or symbols are used to communicate. A written message
may be printed or handwritten. In written communication message can be transmitted via, letter,
report, memo, bulletins, job descriptions, employee manuals, and electronic mail are the types of
written communication used for internal communication. For communicating with external
environment in writing, electronic mail, Internet Web sites, letters, proposals, telegrams, faxes,
postcards, contracts, advertisements, brochures, and news releases are used.
Message, in written communication, is influenced by the vocabulary and grammar used, writing
style, precision and clarity of the language used. Written Communication is most common form of
communication being used in business.

2.1.2 Non-verbal Communication:

Non-verbal communication is behaviour, other than spoken or written communication, that creates
or represents meaning. In other words, it includes facial expressions, body movements, and gestures.
Nonverbal communication is talking without speaking a word. It is very effective, maybe even more
so than speech. As the saying goes: (Actions speak louder than words).
Speech contains nonverbal elements known as paralanguage, including voice quality, rate, pitch,
volume, and speaking style, as well prosodic features such as rhythm, intonation, and stress.
Much of the study of nonverbal communication has focused on face-to-face interaction, where it can
be classified into three principal areas: environmental conditions where communication takes place,
physical characteristics of the communicators, and behaviours of communicators during interaction.
Nonverbal communication is all about the body language of speaker. Nonverbal communication helps
receiver in interpreting the message received. Often, nonverbal signals reflect the situation more
accurately than verbal messages. Sometimes nonverbal response contradicts verbal communication
and hence affects the effectiveness of message.

2.2 Types of Communication Based on Purpose and Style:

Based on style and purpose, there are two main categories of communication and they both bears
their own characteristics. Communication types based on style and purpose are: Formal
Communication and Informal Communication.

2.2.1 Formal Communication:

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

2.2.2 Informal Communication:

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

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1.3 Communication cycle:
Communication cycle is a process on how a message flows from one person to another. A transactional
model of communication indicating that individuals are all together engaged in the sending and
receiving of messages.
A structured model based on the following 5 elements:
1. An information source, which produces a message.
2. A transmitter, which encodes the message into signals
3. A channel, to which signals are adapted for transmission.
4. A receiver, which 'decodes' (reconstructs) the message from the signal.
5. A destination, where the message arrives.

Basic principles of communication:

• The principles of communication are those aspects that have to be taken into account when relaying
any communication.
• These principles provide guidelines for the content and style of presentation adapted to the purpose
and receiver of the message.
• They are called the seven (C)s, they are:
1. Completeness
2. Conciseness
3. Consideration
4. Clarity
5. Concreteness
6. Courtesy
7. Correctness.

1. Completeness
• Completeness of facts is necessary.
• Incomplete communication irritates the reader, for it leaves him baffled.
2. Conciseness
• Conciseness refers to thoughts expressed in the fewest words consistent with writing or message
in general.
• Be as brief as possible.
3. Consideration
• Consider the receiver - consideration means preparing every message with the receiver in
mind, try to put yourself in their place.
4. Clarity
• It refers to clarity of thoughts and expressions.
• The writing should be correctly planned and expressed in a logical way; the writer should make
sure that the ideas flow smoothly from the beginning to the end.
5. Concreteness
Concrete communication implies being particular and clear rather than fuzzy and general.
Concrete message has following features:
• It is supported with specific facts and figures.
• It makes use of words that are clear and that build the reputation.
6. Courtesy
• Courtesy means politeness and decency. Omit any irrigating expressions in your communication.
Apologize sincerely for an omission and thank generously for a favour.
7. Correctness
• Communication must be correct in tone and style of expression, spelling, grammar, format,
contents, statistical information; stress-unstressed, etc. there should not be any inaccurate

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 statements in the message. Efforts must be made to avoid errors in the incorrect written documents.
At the core of correctness is proper grammar, punctuation, and spelling.

1.4 Communication Elements:

1. Sender - the sender is the entity that conveys or sends the message. At this stage, an idea, thought
or feeling is formulated in the mind of the sender as a result of an external of internal stimulus or
motivation.
2. Message – message is what is being transmitted from sender to receiver.
3. Encoding - encoding is a process through which the message is symbolized. It involves giving the
message a communication form.
4. Channel - channel is the medium through which message is being sent.
5. Receiver - is the entity that receives the message.
6. Decoding - decoding is the process in which the message is translated, and meaning is generated
out of it.
7. Feedback - is the process through which receiver sends his response.
8. Context – is the whole environment with and surrounding the communication.

1.5 Barriers to communication:

Some barriers to communication are:
Physical barriers - Physical barriers are often due to the nature of the environment.
Also, some barriers to communication are:
1. Physiological barriers
2. Socio-psychological barrier
3. Presentation of information barriers
4. Environmental barrier
5. Physiological
6. Syntactical barrier
7. Organizational barriers
8. Cultural barrier
9. Noise barriers.