TYPES AND FORMS OF COMMUNICATION

Having understood elements of communication, their functions and placement in various models, it
is time
to complete an other chapter on types and forms of communication before resuming our discussions
on
various other areas of mass communication for a detailed study.
Types of communication
Broadly speaking, whole human communication could be classified into two distinct parts.
· Intra personal communication
· Inter personal communication
Intra personal communication
The part of communication in which self of a human being is involved only and the
communication is confined to one human entity. This means that all the elements which come into
action
in a given piece of communication are located within the self of an individual. A message originating
from
source part of the brain travels through the channel of nerves to reach another location, however
close it
may be to the point of origin of message, where it is interpreted and understood as receiver.
All the process of meditation, thinking, monologue and even dreaming while asleep are all but
examples of
intra communication.
Inter personal communication
This part of communication belongs to involving two or more individuals for exchange of
information. Since this part is experienced more due to its vastness, it is further classified in many
categories.
Inter personal
The simplest form in which more than one individual communicate to each other
Group Communication
More often people are seen exchanging views with almost all the participants enjoying an equal
status on one count or the other. Like all the players of a hockey team, class-fellows, doctors,
teachers,
bureaucrats, politicians, economists etc.
Organizational communication
In this part, communication usually takes place on vertical lines. For instance, a company director is
passing on instructions to managers who would be guiding accordingly to field officers and the
relevant
other field staff. An army general may not be talking to lowest rank men in khaki but would follow the
chain of organizational command to deliver his message to the last rank people. Be it a corporate
sector,
NGO, a political party, an educational institution, the communication process would strictly follow the
essentials of the organizational communication.
Mass Communication
In this category we refer to the communication originating from one source and meant for all
possible audience irrespective of distance, cast, creed, religion, nationality and beyond. The mass
communication involves use of technology for it is not possible to carry message to a very high
number of
receivers with out the use of certain devices or techniques. All other types of communication may
take place
when the source is coming across receivers without involving technology. That is why more
research and
investment has gone into handling the mass communication
Forms of communication
In another way we can examine the communication process by dividing it into different forms of
exchanging messages.
· Verbal
19

Strategies for improving Organizational Communication

Following are the tried-and-tested techniques for improving organizational communication:

 Encourage Open feedback: If accurate information is the key to effective

communication, then organizations should encourage feedback. After all, feedback is the
prime source of communication. But then again there lies some risk factors such as,
workers may get afraid of the repercussions they may face when being extremely open
with their superiors. Likewise, high-ranking officials may be somewhat apprehensive
about hearing what is really on their workers' minds. In other words, people in
organizations may be reluctant to give and receive feedback - a situation that can wreak
havoc on organizational communication.

These problems can be coped and curbed out by following some techniques:

1. 360-degree feedback: A formal system in which people at all levels give feedback to
others at different levels and receive feedback from them as well as outsiders - including
customers and suppliers. This technique is used in companies such as Hewlett-Packard,
Motorola and 3M.
2. Suggestion Systems: These are programmes that invite employers to submit ideas about
how something may be improved. Employees are generally rewarded when their ideas
are implemented. For example, the idea of mounting film boxes onto cards that hang
from display stands, which is common today, originally came from a Kodak employee.
3. Corporate hotlines: These are telephone lines staffed by corporate officials ready to
answer questions and listen to comments. These are particularly useful during times of
change when employees are likely to be full of questions. For example, AT&T used
hotlines in the early 1980s during the time period of its anti-trust divestiture.

 Use simple language: No matter what field you are in, chances are that it has it's own
special language - it's jargon. The trick of using jargon wisely is to know your audience.
If the individuals with whom you are communicating understand the jargon, using it can
help facilitate communication. However, when addressing audiences whose members are
unfamiliar with the specialized language; simple, straight-forward language is bound to
be most effective. In either case, rationale is the same: communicators should speak the
language of their audience. Although you may be tempted to try to impress your
audience by using big words, you may have little impact on them if they do not
understand you. Our advice is clear : Follow the KISS rule (Keep it Short and Simple).
 Avoid Overload: Imagine this scene: You are up late one night at the end of the term.
You are writing a paper and studying for finals, all at the same time. Your desk is piled
 high with books when your roommate comes in to explain what you should do to prepare
for the end-semester party. If this sounds familiar to you, then you probably know that it
is unlikely that you would be able to concentrate on the things you are doing. After all,
when people are confronted with more information than they can process at any given
time, their performance tends to suffer. This condition is known as overload.

Staying competitive in today's hectic world often requires doing many things at once - but
without threatening the performance, which is often the result when communication channels are
overloaded. Fortunately,several things can be done to avoid, or at least minimize, the problem of
information overloaded.
Some of these are given below:

1. Rely on Gatekeepers : People whose jobs require them to control the flow of
information to potentially overloaded individuals, groups or organizations are known as
gatekeepers. In making the appointments of top executives, administrative assistants
actually provide gatekeeping service to them.
2. Practice Queuing : Queuing involves lining up incoming information so that it can be
attended to in an orderly fashion. Air traffic controllers do this when they 'stack'
incoming planes in a holding pattern so as to prevent them from tragically 'overloading'
the runway.

 Walk the talk : When it comes to effective communication, actions definitely speak
louder than words. Too often, communication is hampered by the practice of saying one
thing but meaning something else. Also, whenever implicit messages (e.g., 'we may be
cutting jobs') contradict official messages (e.g., 'don't worry, the company is stable'), it is
bound to result in confusion.

This is especially problematic when the inconsistency comes from the top. In fact, one of
the most effective ways of fostering effective organizational communication is for CEOs to
'walk the talk', i.e., to match their deeds to their words. After all, a boss would lose credibility if
he/ she told his/ her employees 'my door is always open to you', but was never available for a
consultation. Good communication demands consistency. For words to be heard as loud as
actions, the two must match.

 Be a good listener : Effective communication involves more than just presenting

messages clearly. It also involves doing a good job for comprehending messages sent by
others. Although most of us take listening for granted, effective listening is an important
skill. In fact, given that managers spend about 40% of their time listening to others, but
only 25% on effective listening, the latter is a skill that could be developed in most of us.
When we speak of effective listening, we are not referring to the passive act of just
taking in information the following. Rather, effective listening involves three important
elements:

1. Being non-judgemental while taking in information from others.

2. Acknowledging speakers in ways that encourage them to continue speaking.
 3. Attempting to advance the speaker's ideas to the next step.

In a business scenario, we do not attempt to change individual personality traits, nor, for that
matter, is it possible; but we can surely understand the role of an individual in communication
breakdown.

Interpersonal communication is much more than the explicit meaning of words, the information
or message conveyed. It also includes implicit messages, whether intentional or not, which are
expressed through non-verbal behaviours.

Non-verbal communication includes facial expressions, the tone and pitch of the voice, gestures
displayed through body language (kinesics) and the physical distance between the
communicators (proxemics).

These non-verbal signals can give clues and additional information and meaning over and above
spoken (verbal) communication.

Non-verbal communication helps people to:

 Reinforce or modify what is said in words.

For example, people may nod their heads vigorously when saying "Yes" to emphasise
that they agree with the other person, but a shrug of the shoulders and a sad expression
when saying "I'm fine thanks,” may imply that things are not really fine at all!

 Convey information about their emotional state.

 Define or reinforce the relationship between people.

 Provide feedback to the other person.

 Regulate the flow of communication

For example by signalling to others that they have finished speaking or wish to say
something.
Learning the Language

Many popular books on non-verbal communication present the topic as if it were a language that
can be learned, the implication being that if the meaning of every nod, eye movement, and
gesture were known, the real feelings and intentions of a person would be understood.

This, of course, is absolutely true.

Unfortunately interpreting non-verbal communication is not that simple. As covered on our

Interpersonal Communication page, non-verbal communication is not a language with a fixed
meaning. It is influenced and driven by the context in which it occurs. This includes both the
place and the people concerned, as well as the culture.

For example, a nod of the head between colleagues in a committee meeting may mean
something very different from when the same action is used to acknowledge someone across a
crowded room, and again when two people are having a social conversation.

Interpersonal communication is further complicated in that it is usually not possible to

interpret a gesture or expression accurately on its own. Non-verbal communication consists of a
complete package of expressions, hand and eye movements, postures, and gestures which should
be interpreted along with speech (verbal communication).

The Cultural Context

The good news is that most of us learn to interpret non-verbal communication as we grow up
and develop. It is a normal part of how we communicate with other people, and most of us both
use it and interpret it quite unconsciously.

This can make it harder to interpret consciously. However, if you stop thinking about it, you will
probably find that you have a very good idea of what someone meant.

The bad news is that non-verbal communication can be very culture-specific.

Examples of culture-specific non-verbal communication

1. The popular stereotype of Italians, involving big gestures, lots of hand-waving, and
plenty of loud and excited shouting, may be a stereotype, but it exists for a reason. In the
Italian culture, excitement is shown a lot more obviously than in the UK, for example,
and non-verbal communication tends to be a lot more obvious. This can make it much
harder for Italians to interpret non-verbal communication in the UK or USA, where it is
 more subtle. However, even in Italy, there are geographical variations.
2. The thumbs-up gesture, which generally signals approval in English-speaking countries,
is considered offensive in other countries, including apparently Greece, Italy and some
parts of the Middle East.

3.

Making a circle with your thumb and forefinger like this means OK in Western cultures. It is
used in particular by divers in this way. In Japan, however, it is reputedly the sign for money,
and in Arabic countries, it is a threat.

It’s worth being careful how you use gestures and body language!

For more about this, see our pages on Intercultural Communication and Intercultural Awareness.

The Importance of Non-verbal Communication

When we communicate, non-verbal cues can be as important, or in some cases even more
important, than what we say.

Non-verbal communication can have a great impact on the listener and the outcome of the
communication.

Warning!

People tend to have much less conscious control over their non-verbal messages than of what
they’re actually saying.

This is partly because non-verbal communication is much more emotional in nature, and
therefore much more instinctive.

If there is a mismatch between the two, therefore, you should probably trust the non-verbal messages,
rather than the words used.

A lack of non-verbal message may also be a signal of sorts, suggesting that the speaker is
carefully controlling their body language, and may be trying to hide their true emotions.
Types of Non-Verbal Communication

The types of interpersonal communication that are not expressed verbally (with speech) are
called non-verbal communications.

There are many different types of non-verbal communication.

They include:

 Body Movements (Kinesics), for example, hand gestures or nodding or shaking the
head;
 Posture, or how you stand or sit, whether your arms are crossed, and so on;
 Eye Contact, where the amount of eye contact often determines the level of trust and
trustworthiness;
 Para-language, or aspects of the voice apart from speech, such as pitch, tone, and speed
of speaking;
 Closeness or Personal Space (Proxemics), which determines the level of intimacy;
 Facial Expressions, including smiling, frowning and even blinking; and
 Physiological Changes, for example, sweating or blinking more when nervous.

There is more about all of these types of non-verbal communication on our pages:

 Body Language
 Face and Voice

Learn more about the key communication skills you need to be a more effective communicator.

Our eBooks are ideal for anyone who wants to learn about or develop their interpersonal skills
and are full of easy-to-follow, practical information.

In Conclusion…

Non-verbal communication is an extremely complex yet integral part of overall communication

skills. However, people are often totally unaware of their non-verbal behaviour.

A basic awareness of non-verbal communication strategies, over and above what is actually said,
can help to improve interaction with others. Knowledge of these signs can be used to encourage
people to talk about their concerns and can lead to a greater shared understanding, which is, after
all, the purpose of communication.
Cross Cultural Communication

in Cultural Communication,Intercultural Communication

Introduction

Culture is a way of thinking and living whereby one picks up a set of attitudes, values, norms
and beliefs that are taught and reinforced by other members in the group. This set of basic
assumptions and solutions to the problems of the world is a shared system that is passed on from
generation to generation to ensure survival. A culture consists of unwritten and written
principles and laws that guide how an individual interacts with the outside world. Members of a
culture can be identified by the fact that they share some similarity. They may be united by
religion, by geography, by race or ethnicity.

Our cultural understanding of the world and everything in it ultimately affects our style of
communication as we start picking up ways of one’s culture at around the same time we start
learning to communicate. Culture influences the words we speak and our behavior.

Cross Cultural Communication

Cross cultural communication thus refers to the communication between people who have
differences in any one of the following: styles of working, age, nationality, ethnicity, race,
gender, sexual orientation, etc. Cross cultural communication can also refer to the attempts that
are made to exchange, negotiate and mediate cultural differences by means of language, gestures
and body language. It is how people belonging to different cultures communicate with each
other.

Each individual can practice culture at varying levels. There is the culture of the community he
grows up in, there is work culture at his work place and other cultures to which one becomes an
active participant or slowly withdraws from. An individual is constantly confronted with the
clash between his original culture and the majority culture that he is exposed to daily. Cultural
clashes occur as a result of individuals believing their culture is better than others.

Cross cultural communication has been influenced by a variety of academic disciplines. It is

necessary in order to avoid misunderstandings that can lead to conflicts between individuals or
groups. Cross cultural communication creates a feeling of trust and enables cooperation.The
focus is on providing the right response rather than providing the right message.

When two people of different cultures encounter each other, they not only have different cultural
backgrounds but their systems of turn – talking are also different. Cross cultural communication
will be more effective and easier if both the speakers have knowledge of the turn taking system
being used in the conversation (For example: One person should not monopolize the
conversation or only one person should talk at a time).

LarayBarna’s Sources of Miscommunication in Cross Cultural Exchanges

1) Assumption of similarities : This refers to our tendency to think how we behave and act is
the universally accepted rule of behavior. When someone differs, we have a negative view of
them

2) Language Differences : Problems occur when there is an inability to understand what the
other is saying because different languages are being spoken. Talking the same language itself
can sometimes lead to discrepancies as some words have different meanings in various contexts,
countries or cultures

3) Nonverbal Misinterpretation : The way we dress, the way we express ourselves through our
body language, eye contact and gestures also communicates something. A simple gesture like
nodding the head is considered to be YES in certain cultures and NO in others

4) Preconceptions and Stereotypes : Stereotypes involves putting people into pre-defined slots
based on our image of how we think they are or should be. It may consist of a set of
characteristics that we assume that all members of a group share. This may be true or may be
false. But stereotypes may lead to wrongful expectations and notions. A preconceived opinion of
another can lead to bias and discrimination

5) Tendency to evaluate : Humans tend to make sense of the behavior and communication of
others by analyzing them from one’s own cultural point of view without taking into
consideration why the other person is behaving or communicating a certain way

6) High anxiety : Sometimes being confronted with a different cultural perspective will create
an anxious state in an individual who does not know how to act or behave and what is
considered to be appropriate (For example: A Japanese man and an American having a business
meeting where both are unsure of the other’s cultural norms)

To reduce the above barriers to cross cultural communication, one can take the effort to develop
one’s listening skills. This will ensure that we start hearing the real meaning of what is being
said instead of understanding at face value. Becoming aware of our perceptions towards others
will ensure that we take steps to not prejudge a person or stereotype them. By accepting people
and their differences and acknowledging that we don’t know everything will make us open up to
people and their differences resulting in us using contextual information for better
understanding. Seeking feedback and taking risks to open up channels of communication and
being responsible for our feelings and actions will go a long way in ensuring that
miscommunication is mitigated.
Technology has changed business in many ways, but its affect on communication is arguably the
most significant. Indeed, according to Walden University College of Management and
Technology, communication through email, text messaging, instant messaging and even budding
tools like social networking have been "among the most profound effects of technology on every
area of business." However, while technology did make business communications faster and
easier, it has also made, at times, communication more distracting and less clear.

Communication Is Faster

Whether you need to speak with an employee who is traveling in another state or country or you
need to communicate with your supplier half way around the world, technology allows you to do
so instantaneously. In fact, thanks to email and text messages, you can now send messages to
people in other time zones before you forget without worrying that you will wake them up. In
fact, according to Walden University, the Internet has allowed business people to communicate
easily regardless of time zone and language issues.

Expanded Communication Opportunities

Technology allows individuals to communicate and carry on a business relationship without

ever meeting face to face, so people in all parts of the world now have the chance to interact
with a company in a rural part of the United States. For example, technology allowed for the
emergence of the virtual assistant, a worker who completes tasks for her client online without
having ever met him, in the 20th century.

Communication Must Be More Deliberate

Although technology has made communication instantaneous, so you don't have to spend hours
planning and composing before you communicate and wait for a long period for the reply, it has
also made planning deliberate communication periods more important. First, companies that do
take advantage of telecommuting and virtual offices need to deliberately plan to communicate
with individuals in teams to avoid employees losing touch and to make sure all are working
toward the same goals. Second, even if you work in a physical office, instantaneous
communication regarding quick decisions and memos cannot replace specific communication
times where big decisions are discussed and progress reports given. However, when employees
are communicating in multiple ways every day, it can be easy to forget to schedule these types
of meetings.

Communication Is More Distracting

From constantly overhearing cell phone conversations, to the worker who is constantly emailing
or texting you to the incessant "ding" of your office's instant messenger, communication tools
that were designed to make you more productive can actually do the opposite. Instant
communication can make it harder for workers to deal with one task at a time when their work is
constantly being interrupted by comments and questions that relate to other projects or even
personal issues. In fact, some employees must make an effort to turn off communication devices
while they work to meet deadlines.

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What is 'Corporate Governance'

Corporate governance is the system of rules, practices and processes by which a company is
directed and controlled. Corporate governance essentially involves balancing the interests of a
company's many stakeholders, such as shareholders, management, customers, suppliers,
financiers, government and the community. Since corporate governance also provides the
framework for attaining a company's objectives, it encompasses practically every sphere of
management, from action plans and internal controls to performance measurement and corporate
disclosure.

!--break--Governance refers specifically to the set of rules, controls, policies and resolutions put
in place to dictate corporate behavior. Proxy advisors and shareholders are important
stakeholders who indirectly affect governance, but these are not examples of governance itself.
The board of directors is pivotal in governance, and it can have major ramifications for equity
valuation.

The Board of Directors

The board of directors is the primary direct stakeholder influencing corporate governance.
Directors are elected by shareholders or appointed by other board members, and they represent
shareholders of the company. The board is tasked with making important decisions, such as
corporate officer appointments, executive compensation and dividend policy. In some instances,
board obligations stretch beyond financial optimization, when shareholder resolutions call for
certain social or environmental concerns to be prioritized.

Boards are often comprised of inside and independent members. Insiders are major shareholders,
founders and executives. Independent directors do not share the ties of the insiders, but they are
chosen because of their experience managing or directing other large companies. Independents
are considered helpful for governance, because they dilute the concentration of power and help
align shareholder interest with those of the insiders.

Good and Bad Governance

Bad corporate governance can cast doubt on a company's reliability, integrity or obligation to
shareholders. Tolerance or support of illegal activities can create scandals like the one that
rocked Volkswagen AG in 2015. Companies that do not cooperate sufficiently with auditors or
do not select auditors with the appropriate scale can publish spurious or noncompliant financial
results. Bad executive compensation packages fail to create optimal incentive for corporate
officers. Poorly structured boards make it too difficult for shareholders to oust ineffective
incumbents. Corporate governance became a pressing issue following the 2002 introduction of
the Sarbanes-Oxley Act in the United States, which was ushered in to restore public confidence
in companies and markets after accounting fraud bankrupted high-profile companies such as
Enron and WorldCom.

Good corporate governance creates a transparent set of rules and controls in which shareholders,
directors and officers have aligned incentives. Most companies strive to have a high level of
corporate governance. For many shareholders, it is not enough for a company to merely be
profitable; it also needs to demonstrate good corporate citizenship through environmental
awareness, ethical behavior and sound corporate governance practices.

Financial communications

Financial communications

Financial communication makes up a significant part of Corporate Communications’ workflow.

The target groups for financial communication are both important and demanding. Corporate
Communications’ advisors have vast experience with investor relations work for listed
companies. Our work is characterised by acute financial skills and high precision levels.
Simultaneously, we add an extra dimension to the work through or broad understanding of
public affairs and the society in general. Today’s financial markets are increasingly
international, and Corporate Communications has an established international network of
partners in the world’s financial hubs.

Within financial communications we support our clients within three different areas:

1. Investor relations
Investor relations (IR) covers strategic and operative communication with investors and other
relevant financial target groups, and contributes to making the company’ potential more visible
and well understood – while at the same time reducing uncertainty. We support listed companies
in areas such as:

 Quarterly reports
 Running the IR-function
 Video production
 Regulatory issues
 Investor meetings, roadshows, etc.
 Investor targeting
 Capital market days
 Corporate governance
 Issue management

2. IPOs and transactions

Financial transactions offers complex communication challenges, and Corporate
Communications assists with some of Norway’s largest transactions, equity issues and stock
exchange listings.

3. Financial PR
In Corporate Communications we have an in-depth understanding of finance as well as a broad
understanding of communication. This combination reaches its fullest potential in financial PR,
creating synergies between IR and PR for listed companies. A company’s reputation may be
improved by engaging in proactive media work based on financial information. Similarily, a
strong profile in the media may contribute to increased interest from investors. This is best
achieved when you integrate your IR and PR work.

Financial PR also includes advising companies within the financial sector, such as banks, fund
management companies, brokerage firms and private equity companies. These clients emphasise
that communication strategies and activites are founded on financial knowledge and
understanding.

Definition of corporate communication

Corporate communication is a management function or department, like marketing, finance, or

operations, dedicated to the dissemination of information to key constituencies, the execution of
corporate strategy and the development of messages for a variety of purposes for inside and
outside the organisation.

In today’s global corporation, this function serves as the conscience of the corporation and is
responsible for the organisation’s reputation. Previously called “public relations” or “public
affairs,” corporate communication has taken on new importance in the 21st century as a result of
corporate scandals or crises at companies like Enron and Toyota.

The department usually oversees communication strategy, media relations, crisis

communications, internal communications, reputation management, corporate responsibility,
investor relations, government affairs and sometimes marketing communication.

The person running the department is the chief communications officer of the firm, and reports
directly to the chief executive officer in many of the top global organisations due to the critical
importance of the function today.

Example

Jon Iwata, the chief communications officer for IBM, oversees a large department focused on
both marketing and communications for the company.

This global function is responsible for IBM’s communications to all key constituencies
including customers, employees and communities. It also plays a role in shaping and executing
the company’s Smarter Planet strategy, and initiative focused on developing sophisticated
systems to make the world a better place like smart grids and efficient water management
systems.

Jon works closely with Sam Palmisano, CEO of IBM, on strategy execution, and is a member of
the company’s most senior management team. [1]

Ethical issues of business communication is the process by which individuals exchange

information between other individuals or groups of people. Throughout the process, effective
communicators try as clearly and accurately to convey their thoughts, intentions and objectives
to their receiver. Communication is successful only when both the sender and the receiver
understand the same information. In today's business environments, effective communication
skills are necessary due to the highly informational and technological era.[1]

Regardless of context, communication involves choice, reflects values, and has consequences.
For better communication, understanding the obvious and the subtle issues relating to
communication is necessary. Any company that aims to be socially and ethically responsible
must make a priority of ethical communication both inside the company and in its interactions
with the public. In theory, many consumers prefer to do business with companies they believe
are ethical which gives those ethical businesses an advantage in the market.

Overview

Some of the vital characteristics of ethical communication are discussed below.

 Conveying the point without offending the audience:[2]

While communicating to the audience, conveying the desired message to them in a significant
manner is of primary importance. For instance, the employees in a company can be asked to
increase their efficiency in a demanding manner whereas managers and executives will feel
offended if the same tone is used on them. There are different ways to explain the exact things to
them in a much smoother manner.[3]

 Maintain a relationship with the audience:

Maintaining the same wavelength with the audience is very important for a communicator to
ensure the audiences feel at home. Experienced communicators immediately build a relationship
based on trust with the audience as soon as they start speaking. Great orators such as Winston
Churchill and Mahatma Gandhi always were able to maintain a relationship with their audience
because they were masters at striking the same wavelength of the audience.[4]

 Avoid withholding crucial information:

In the modern era, information is vital for all decisions. Hence, it is vital for any organization to
be cautious when communicating with the public. The communicated information should be
absolute and all vital information must be conveyed appropriately. Purposely withholding
crucial information might result in the public conceiving a bad image.[5]
  Well organized value system:

In order to ensure that this concept is successfully practiced and understood in an organization, a
well-organized value system must be established throughout the organization by the top
management. If an organization functions on the base of value systems common to both the top
management and the employees, mutual respect between them will be present. A sound and
healthy value system can make way for ethical communication.[6]

 Accuracy of information is necessary:

Any information that is to be passed on must be true and accurate. Communicating without
checking the truth of the information can be highly dangerous for the organization. Identification
of the source and testing the information is necessary before communicating it.

How to Improve Oral Communication Skills

Oral communication or Verbal Communication is a way to express your ideas and

knowledge verbally without writing them. It is of equal importance in business as well
as in an academic career, and is the key to success. People having good speaking skills
are the best option to convey messages. Some people lack verbal communication skills,
and thus are phobic to speak in front of public. Oral communication can be classified
into two types: formal and informal.

Formal communication includes

 Face to face talks

 Meetings
 Telephonic communication

While informal communication includes

 Presentations
 Speech delivered at ceremonies
 Lectures

In modern times this communication gets the form of video calls and conference calls.
People living at a distance, communicate with each other through video calls and often
meetings are held. The internet is the best source of modern video communication, and
Skype is a great example of modern video calling.

Advantages of Oral Communication

There come many situations where oral communication or verbal communication is
better than written one as it is a less formal type of communication. When time gets
shorter and the business requires quick decision, then this oral communication is the
best choice to use. Quick decisions can be made by having an urgent meeting, i.e. face
to face conversation or on a telephone call. Written communication is time taking and
delay the decision making process, while oral communication helps in making quick
decisions. Also in written communication, there is less margin of explaining any
problem in detail; where as in Oral communication is effective in clearing
misunderstandings which can’t be cleared in written messages.

Disadvantages of Oral Communication

Besides, having so many advantages of oral communication, there are some

disadvantages too. Some business meetings require documentation which can’t be
done in oral communication. Some events of business require written records, which
can’t be obtained even by having strong verbal communication skills. Written
communication is often precise and to the point while oral one is time consuming and
prone to misunderstandings.

How to Improve Oral Communication Skills

Following are some tips that will be helpful in polishing one’s verbal communication
skills.

1. Reading the newspaper, books and novels will improve vocabulary and will help to
reduce one’s weaknesses in speaking.
2. Research more before any presentation and works hard on the selection of your words,
and always try to use easy words. Too difficult words will make the audience get bored
and can also make the audience feel inferior in terms of vocabulary.
3. Be friendly to the audience you are going to communicate. This will reduce your anxiety
level before getting into the speech or presentation.
4. When you think that the audience is ready to listen you only start then.
5. Before going to a presentation. Take time and make you well prepared. You never know
what type of questions you will be asked about during your presentation, so prepare
yourself for all types of questions including relevant ones and also the awkward ones.
6. Try to talk less and listen more. By doing so the audience will take interest in
communicating with you. By listening more means you are building a trust with your
audience and making them sure that you understand their feelings. In this way your
audience will share more information with you, and the rapport you are trying to build
with your audience will progress well.
7. Besides working on verbal Communication skills, try to keep attention on your non
verbal skills too. The words you are speaking should be in accordance with your body
 language, facial expressions and gestures.
8. Don’t make promises with your audience if you can’t fulfill them. This will break the
trust and will affect your communication as well as the rapport of your organization.
9. While having presentations make connections with the last presentation, and this can
be done by simply questioning on past presentations
10. Think many times before speaking. It is not necessary that what you can understand. It
should also be understandable to your audience too.
11. You can learn verbal communication techniques by taking help from your seniors. There
are lots of coaching centers too that assist in improving verbal skills.

Why Oral Communication is Necessary

Oral business communication is necessary in a variety of ways.

1. The employees need to communicate effectively on the behalf of the organization

2. To listen attentively and pass on information accurately
3. It is important to give instructions perfectly
4. Taking part in official debates and contributing to business meeting is the basic step
to success

An Australian research has proposed the following elements of effective oral

communication.

1. To listen attentively
2. To speak very clearly in easy words
3. Using numerical effectively
4. Writing in the favor of the needs of the receiver
5. Discussing with responsibility
6. Being confident in what he is saying
7. Capable of sharing information effectively

Quality of Oral Communication

The quality refers to the fact that how effective will be the communication in achieving
goals. The quality of communication can be checked by considering the content and
the medium through which it is conveyed. The main determinant in oral communication
is the selection and use of words. This includes the structure of sentence, grammar and
vocabulary. It is fact that you can’t speak well if you do not know the purpose of
communication. Going unprepared for speech will not build good communication
between the speaker and the audience. During the meetings pictorial presentation can
be helpful in clearing the most difficult messages to the audience. Quality of verbal
communication is also assessed by body language, eye contact and the voice tone.
These factors put more impact on the audience than the words. Another quality
determinant is the medium selected by the sender, Emails, telephone calls are some of
them, and the art of using them effectively is no doubt the key to success.

Oral Communication - Meaning, Advantages and Limitations

Oral communication implies communication through mouth. It includes individuals conversing

with each other, be it direct conversation or telephonic conversation. Speeches, presentations,
discussions are all forms of oral communication. Oral communication is generally recommended
when the communication matter is of temporary kind or where a direct interaction is required.
Face to face communication (meetings, lectures, conferences, interviews, etc.) is significant so
as to build a rapport and trust.

Advantages of Oral Communication

 There is high level of understanding and transparency in oral communication as it is

interpersonal.
 There is no element of rigidity in oral communication. There is flexibility for allowing changes
in the decisions previously taken.
 The feedback is spontaneous in case of oral communication. Thus, decisions can be made
quickly without any delay.
 Oral communication is not only time saving, but it also saves upon money and efforts.
 Oral communication is best in case of problem resolution. The conflicts, disputes and many
issues/differences can be put to an end by talking them over.
 Oral communication is an essential for teamwork and group energy.
 Oral communication promotes a receptive and encouraging morale among organizational
employees.
 Oral communication can be best used to transfer private and confidential information/matter.

Disadvantages/Limitations of Oral Communication

 Relying only on oral communication may not be sufficient as business communication is formal
and very organized.
 Oral communication is less authentic than written communication as they are informal and not
as organized as written communication.
 Oral communication is time-saving as far as daily interactions are concerned, but in case of
meetings, long speeches consume lot of time and are unproductive at times.
 Oral communications are not easy to maintain and thus they are unsteady.
 There may be misunderstandings as the information is not complete and may lack essentials.
 It requires attentiveness and great receptivity on part of the receivers/audience.
 Oral communication (such as speeches) is not frequently used as legal records except in
investigation work.
LISTENING
Listening is a highly complex, interactive process “by which spoken language is converted to meaning in
the mind”. As this definition suggests, listening is more than just hearing, although these two terms are
often used synonymously. Hearing is only an important component of listening. Listening is a specialized
form of hearing and is the primary function of the ear. The most crucial part of the listening process is
thinking or converting to meaning what one hears.

Hearing is a passive process. It is merely the detection of sounds around us. Normally, we come across
‘hearing’ in certain situations.

Listening: It is an active process. It involves the conscious desire to determine the meaning of what is
heard. While listening, one is engaged in processing the date, reconstructing the data and also giving
meaning to the data.

Types of Listening:

Discriminative listening:

As the name itself suggests, discriminative listening is the most basic type of listening, whereby the
difference between the sounds is identified. If you cannot hear differences, then you cannot grasp the
meaning that is expressed by such differences.

Comprehension listening:

When the discrimination between sounds is achieved, one should learn to make sense of the perceived
sound. To comprehend the meaning, one requires a lexicon of words and all rules of grammar and
syntax by which one can understand what others are saying.

Evaluative listening:

Evaluative listening is also called ‘critical listening’ because we make judgments about what the other
person is saying. We seek to assess the truth of what is being said, We also judge what they say about
our values, assessing them as good or bad, worthy or unworthy.

Appreciative listening:

In appreciative listening, the main intention is to seek certain information which will be appreciated.

Empathetic listening:

When we listen empathetically, we seek to understand the beliefs, moods, emotions and goals of other
people. This requires excellent discrimination and close attention to the nuances of emotional signals.
Therapeutic listening:

In therapeutic listening, the listener has a purpose of not only empathizing with the speaker but also to
use this deep connection in order to help the speaker understand, change or develop in some way.

Dialogic listening:

The word ‘dialogue’ stems from the Greek words ‘dia’, meaning ‘through’ and ‘logos’ meaning ‘words’.
Thus dialogic listening means learning through conversation. Dialogic listening is also known as
‘relational listening’ because with the help of exchange of ideas while listening, we also indirectly
creation a relation