Classification of Communication

Classification of Communication
Types of communication

On the basis of direction On the basis of expression On the basis of organization

Downward verbal Formal

Upward
Informal
Non
Horizontal verbal
Internal

External
Diagonal
 Verbal communication
Verbal communication is divided into two parts

(1) Oral

(2) Written
Form Advantages Disadvantages

Oral 1. Promotes 1. May suffer form

feedback and inaccuracies
interchange 2. Leaves no permanent
2. Is easy to use. record
3. Interactive 3. Seldom time for
4. Flexible/Non- thoughtful response
restrictive

1. Tends to be more 1. Inhabits feedback and

Written accurate interchange
2. Provides a record 2. Is more difficult and
of the time consuming
communication 3. Non-interactive
 COMMUNICATION NETWORK

Two types

1. Internal Communication
Interaction between the members of the same
organization.
Internal Communication

Official Structure The Grapevine

Formal Chain Informal

of Command Networking

Up, Down, Across Unofficial Lines

Formal Power Lines of Power
 I Heard It on the Grapevine
• The grapevine is an informal
communication network
within an organization.

• Research reflects that about

75 % of the communication in
the grapevine is inaccurate.
 Internal Communication

Formal Communication

Communication in a structured
manner as staff meetings, union
management meetings,
performance
meetings, etc.

Usually in large organizations.

 Internal Communication
Informal Communication

Communication with an
unstructured manner and
outside the formal channels
in the absence of
hierarchical difference.

Usually in organizations
comprising upto 20 people.
 Internal Communication
Channels of communication can be as follows
• Vertical Communication
Communication flows up and down.
1. Upward Communication
It is non directive in nature from down below, to give feedback,
to inform about progress/problems, seeking approvals.
2. Downward Communication
Highly Directive, from Senior to subordinates, to assign
duties, give instructions, to inform to offer feed back,
approval to highlight problems etc.
Executive Director

Vice President

A.G.M.

Manager

Supervisor

Forman
 Internal Communication
• Lateral/Horizontal Communication
Communication that flows laterally within the
organization; involving colleagues and peers at the
same level of organization.
– for information sharing
– for coordination
– to save time.
 Manager

Supervisor 1 Supervisor 2 Supervisor 3

 Internal Communication

• Diagonal communication

– Information can travel in any direction

– Usually informal
 Functions

Source: Adapted from Richard L. Daft and Richard M. Steers, Organizations: A Micro/Macro Approach, 538.
Copyright © 1986 by Scott, and Company. Used by permission.
External Communication

Formal Contacts Informal Contacts

Marketing Employees

Public Relations Managers

 External Communication
• Communication with external customers
• Very important in maintaining company image
– Some Form
1. Advertising
2. Media interaction
3. Public Relations
4. Presentations
5. Negotiations
6. Mails
7. Telegrams
What You Do With Your Communication
Time

 Speak = 30%
 Read = 16%

 Write = 9%

 Listen = 45%
 Miscommunication happens!

In any communication at least some of the

"meaning" lost in simple transmission of a
message from the sender to the receiver.
In many situations a lot of the true message is
lost and the message that is heard is often far
different than the one intended.
 Miscommunication happens!
REMEMBER !!!!

•Said is not necessarily heard

•Heard is not necessarily understood
•Agreed is not necessarily acted upon
•Action is not necessarily repeated
 Noise

Sender
Sender
Start Communication
Receiver
Receiver
Startwith
withaa Communication
meaning/
meaning/ Channels
message
message Channels Receive
Receivemessage
messagetotosend
send Report/Phone/
message
Report/Phone/
Meeting/Computer
Encode Decode
Decodeand
Encode(verbal
Meeting/Computer and
(verbal Convert
and nonverbal)
and nonverbal) Convertto
to
Meaning
Meaning
Send
Sendmessage
message Feedback
Feedback Respond
Respond
Interact
Interactwith
with
feedback
feedback

Noise
 Noise or Interference (barriers)
• Things which change the meaning intended.
– Physical: external noise such as the car horns or
the high sound of radio. It also includes
unpleasant smell, the annoying weather, strong
perfume smell or distracting behavior of the
speaker.
– Mental: In the human mind, mental models
impact or block the meaning of the message.
– Linguistic: the different interpretations of words.
– Technical: noise in communication channels such
as telephone .
 Communication Barriers
Perception Restrictive
and Language Environments
••Selective
Selective perception
perception ••Information
Information flow
flow
••Shared
Shared meanings
meanings ••Leadership
Leadership style
style
••Cross-Cultural
Cross-Cultural ••Status
Status differences
differences
••Muddled
Muddled messages
messages ••Channel
Channel Selection
Selection

Distractions Overload Deception

••Physical
Physical discomfort
discomfort ••Business
Business messages
messages
••Illegal
Illegal messages
messages
••Emotional
Emotional issues
issues ••Technology
Technology issues
issues
••Unethical
Unethical messages
messages
••Time
Time Pressure
Pressure ••Lack
Lack of
of Feedback
Feedback
 Implications of Communication Barriers

• Loss of Trust
• Financial Impact
• Delay in completion of tasks
• Can lead to unrealistic assumptions
• Discomfort in relationships
• Can damage public image
 Overcoming Barriers

Audience-Centered
Audience-Centered Communication
Communication
Approach
Approach Climate
Climate

Ethical
Ethical Efficient
Efficient
Communication
Communication Messages
Messages
 Biases Audience-Centered
Approach
Education
Age

Status

Requirements
 Rhetorical Stance
Do’s of Effective Communication
• Analyze the issue at hand thoroughly before
developing a plan (subject, purpose, outcome)
• Know the target groups and stakeholders
• Define communication targets
• Identify partners and intermediaries
• Always pre-test and evaluate results
• Define the medium for the message
• Establish a budget
• Think creatively
 Considering your audience
• Addressed to co-workers
Ever notice how much paper collects in your
trash basket everyday? Well, most of it can be
recycled with little effort, I promise. Basically,
all you need to do is set a bag or box near your
desk and deposit wastepaper in it. I know,
space is cramped in these little cubicles. But
what’s a little more crowding when the earth’s
at stake.
 Considering your audience
• Addressed to management
In my four month’s here, I have observed that all of us
throw out baskets of potentially recyclable paper
everyday. Considering the drain on our forest
resources and the pressure on landfills that paper
causes, we could make a valuable contribution to the
environmental movement by helping to recycle the
paper we use. At the company where I previously
worked, the employees separate clean wastepaper
from other trash at their desk. The maintenance staff
collects in two receptacles and the trash hauler( the
same one we use here)makes separate pickups. I don’t
know what the hauler charges for handling recyclable
How to Improve Existing Level of
COMMUNICATION?
IMPROVE LANGUAGE.
IMPROVE PRONUNCIATION.
WORK ON VOICE MODULATION.
WORK ON BODY LANGUAGE.
READ MORE
LISTEN MORE
 How to Improve Existing Level of
COMMUNICATION?

AVOID READING OR WATCHING OR LISTENING

UNWANTED LITERATURE, GOSSIP, MEDIA
PRESENTATION ETC.
INTERACT WITH QUALITATIVE PEOPLE.
IMPROVE ON YOUR TOPIC OF DISCUSSION,
PRACTICE MEDITATION & GOOD THOUGHTS.
THINK AND SPEAK.
 How to Improve Existing Level of
COMMUNICATION?

DO NOT SPEAK TOO FAST.

USE SIMPLE VOCABULARY.
DO NOT SPEAK ONLY TO IMPRESS SOMEONE.
LOOK PRESENTABLE AND CONFIDENT.