Forms and Media of Communication

8/7/2019 Forms and Media of Communication

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FORMS AND MEDIA OF COMMUNICATION

VERBAL COMMUNICATION:

Verbal communication is essentially about sharing

words-written, spoken or both. It can also include

elements of non-verbal communication

It includes written, oral, audio-visual and computerbased compositions


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A. Written: letters, circulars, memos, telegrams,

reports, minutes, forms and questionnaires,

manuals, proposals, etc.

Advantages of Written Communication

Provides records and references; and it ispermanent

Records, letters, reports and memos builds up

legal defenses of the organization

Promotes uniformity in policy and procedure

Gives access to a large audience through mass

mailings


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Good written communication builds up the

organisations image

Has the advantage of being accurate and

unambiguous

Facilitates proper assignation of responsibilities

Disadvantages of Written Communication

Maintenance of papers has to be done carefully

(to maintain confidentiality)

If the sender is poor in expression (otherwise good

in his job), the written communication becomes

ineffective


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Time consuming and costly process (costly in

terms of money and efforts)

Immediate feedback and clarification is not

available

B. Oral: face-to-face communication, conversationsover telephone, interviews, GD, meetings,

seminars and conferences, radio broadcasts etc.

Advantages of Oral Communication

Provides immediate Feedback and Clarification

Builds up healthy climate in the organization by

bringing the superior and the subordinate closer


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Saves time and money

Is the most effective tool of persuasion as it lends apersonal touch to the whole business

Very effective in interacting with groups

Provides scope to the sender to make himself clear

by suitably changing his words, voice, tone, pitchetc.

Disadvantages of oral communication

does not always same time and money (if no result

of meeting)

is not always effective (if the attitude of the sender

and receiver is not proper)


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cannot be retained for a long period of time, no recordis available

do not have any legal validity in the absence of writtenrecord

leads to misunderstanding (due to barriers, speciallypsycho-social barriers)

are not appropriate for long and complex messages

difficult to assign responsibility for any mistake byomission or other barriers

C. Audio-Visual: TV and Cinema Films

D. Computer-based: E-mails, Voice Mails, Fax, Cellphones


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2. NON-VERBAL COMMUNICATION:

*All intentional and unintentional messages sentwithout the use of words

*Composition of Communication:

Verbal Communication 7%

Bodily movements, gestures 55%

Voice tone 38%


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Proxemics: space, distance; spatial

arrangements

According to Edward T. Hall, relationships can bestated distance-wise as follows

a) Intimate: Physical contact/touch to 18 inches

b) Personal: 18 inches to 4 feetc) Social: 4-12 feet

d) Public: 12 feet to as far as we can see and hear

Kinesics (body language): facial expression, eye

contact, gestures, head position, posture and

appearance

(Human face is capable of over 2,50,000 different

expressions, by Ray Birdwhistell)


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Oculesics: eyes; blinking, direction and length

of gaze

Chronemics: time; efficient use of time

Paralanguage (para: like): how something is saidNOT what is said, pitch, rhythm, volume, pause,

response

Physical characteristics: physique/body shape,size, general attractiveness, hair and skin colour


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Artifacts: allied to physical characteristics,

accessories etc.

Touch: handshake, other movements

Documents

Forms and Media of Communication