TYPES OF COMMUNICATION

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What is communication ?

Derived from the Greek word “communicare” or “communico” which means “to share”.

Community implies a group of people living in one place.

Languages are the codes of communications.

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Types of communication.

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Non-verbal communication Through signs &

symbols. Non-verbal can go

without verbal communication.

Verbal can’t go without non-verbal communication.

Non Verbal Signs

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Non-verbal signs or indicators are ways we communicate non-verbally. Many of these signs are involuntary and may give away our underlying intentions. Some non-verbal indicators as related to self-defense are:

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Adam's Apple Jump

A conspicuous up-and-down motion of the Adam's apple such as when gulping or swallowing. It is an unconscious sign of emotional anxiety, embarrassment, or stress.

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Clinching Teeth

Clinching the jaws in frustration and anger. A manifestation of the biting defense mechanism.

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Hands-on-Hips

Enlarges or exaggerates the body's size to dominate, threaten, or bluff an opponent. Hands-on-hips shows that the body is prepared to "take steps."

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Cutoff

A form of gaze avoidance in which the head is turned fully away to one side. In a conversation, a sudden cutoff gesture may indicate disagreement with a speaker's remarks. Sustained cutoff may reveal shyness or disliking

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Fist A gesture made with the hand closed, the fingers

flexed, and the tactile pads held firmly against the palm. Clenched fists signal an aroused emotional state, as in anger, excitement (to cheer on a team), or fear. In Pakistan, displaying a clenched fist toward another is a nonverbal sign used to display an "obscene insult."

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Hand Behind Head Touching, scratching, or holding the back of the neck or head with the opened palm, or reaching a hand upward to scratch an ear, grasp an earlobe, or stimulate an ear canal, or touching, scratching, or rubbing the cheek or side of the neck. In a conversation, hand-behind-head may be read as a potential sign of uncertainty, conflict, disagreement, frustration, anger, or disliking. In the United Sates, leaning back and placing both hands behind the neck in the bilateral head clamp posture is a nonverbal sign of dominance.

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Lip Roll A gesture produced by compressing, in-rolling, and

narrowing the lips to a thin line. A position of the mouth in which the lips are visibly tightened and pressed together through contraction of the lip and jaw muscles. Lip and jaw tension clearly reflect anxious feelings, nervousness, emotional concerns, or anger. Thus a tense-mouth precisely marks the onset of a mood shift, a novel thought, or a sudden change of heart. .

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Tone of Voice The manner in which a verbal statement is

presented, such as its rhythm, reathiness, hoarseness, or loudness. Tone of voice reflects psychological arousal, emotion, and mood. It may also carry social information, as in a sarcastic, superior, or submissive manner of speaking. The more threatened or aggressive a person becomes, the lower and harsher his or her voice turns, thus, the person seem bigger.

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Eye Contact A visual connection made as one person gazes into the

eyes of another. Gazing at another's eyes arouses strong emotions. Thus, eye contact rarely lasts longer than three seconds before one or both viewers experience a powerful urge to

glance away. Breaking eye contact lowers stress levels. In Japan, listeners are taught to focus on a speaker's neck in order to avoid eye contact, while in the U.S., listeners are encouraged to gaze into a speaker's eyes

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Blinking A rapid closing and opening of the

eyes. Our blink rate reflects psychological arousal in the manner of a polygraph test. The normal, resting blink rate of a human is 20 closures per minute, with the average blink lasting one quarter of a second. Significantly faster rates may reflect emotional stress.

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Verbal communication.

Two types of verbal communication. (1) formal communication.

(2) informal communication.

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Formal communication

We use this type of communication in offices and social gathering.

Two types of formal communication. (1) Downward (2) Upward

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(1) Downward communication Higher designation

to lower designation.

Ex. Boss ordered his worker.

Here effect of this type of communication is very much than upward communication.

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(2) Upward communication. Lower designation

to higher designation.

Ex. Worker request to his boss.

Here the effect of communication is less than downward communication.

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Informal communication.

We use this type of communication with our family or friends.

Three types of informal communication.

(1) lateral (2) diagonal (3) grapevine

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Lateral communication.

Found among members working at the same level.

Ex. Peer group. Most effective form of

communication. Barrier of subordinates or boss is not

present here.

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Diagonal communication.

The path is mixture of vertical and horizontal movement.

In large communications various departments need communication support from each other.

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Grapevine communication.

Also called as “backbiting” or “backstabbing”.

A backstabber is a colleague or an employee who acts like a friend in public but badmouth you in private.

Types of communicationEXTRAPERSONAL COMMUNICATION

INTRAPERSONAL COMMUNAICATIONINTERPERSONAL COMMUNICATIONORGANIZATIONAL COMMUNICATION

MASS COMMUNICATION

Extra personal communication

Communication between human beings and non human entities is called as extra

personal communication.For e.g. Your parrot responding your greeting .

In this type of communication understanding is required between sender

and receiver.Receiver responds in sign language

Intrapersonal communication

This takes place within the individual.

Sender = Our relevant organ. Receiver = Our brain. Feed back by brain.

Intrapersonal communication Communication at this level refers to the sharing of information among people Intrapersonal communication can be formal or informal.For eg. The interaction with family members , friends and different kind of people.It depends upon variety of factors like , psychology of two parties , relation between them.

Organizational communicationCommunication in an organization takes place at different hierarchical levels. It can be divided into mainly two parts INTERNAL OPERATIONAL & EXTERNAL OPERATIONAL...

Internal-operationalAll communication that occurs in organization is classified as internal-operational... External-operationalWork related communication with people outside the organization is called extra-operational.personalAll communication in an organization without purpose is called personal communication..

Mass communicationCommunication through mass media like books , journals , TV , newspapers

etc..For this kind of communication we

require a mediator to transmit information.

Characteristics

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Large reach This communication reach audience

scattered over a wide geographical area.

Impersonality Largely impersonal as the participants

are unknown to each other.Presence of a gatekeeper Mass communication needs additional

persons , institutions to convey message from sender to receiver.

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Communication Barriers

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No matter how good the communication system in an organization is, unfortunately barriers can and do often occur . These barriers are:

1. Physical 2. Psychological 3.Language/semantic

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4.Organizational structure barriers5. Personal barriers6. Barriers related to communicator7.Barriers related to the receiver

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1. Physical barriers

are often due to the nature of the environment. Thus, for example, the natural barrier which exists, if staff are located in different buildings or on different sites.

Likewise, poor or outdated equipment, particularly the failure of management to introduce new technology, may also cause problems.

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2.PSYCHOLOGICAL BARRIERS

The difference in background is overlooked:

Economic background Social background Upbringing

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lack of concentration attitude and bias

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lack of self disciplinelow emotional state-We all tend to feel happier and more receptive to information when the sun shines. -Equally, if someone has personal

problems like worries about their health or marriage, then this will probably affect them.

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Physiological barriers  may result from individuals' personal discomfort, caused, for example, by ill health, poor eye sight or hearing difficulties

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3.Language/semantic

Unclear message Faulty translation Specialists language Unclassified assumptions

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4.Message related barrier

If your message is too lengthy, disorganized, or contains errors, you can expect the message to be misunderstood and misinterpreted. Use of poor verbal and body language can also confuse the message.

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Word choice too difficult, too technical, etc. overused words such as, “good”, “excellent

value”, etc. Connotations VS Denotations

Examples Sender Denotes Receiver Connotes

“Cheap” inexpensive poorly made “Flexible” offers choice no standard “Compromise” adjust give in

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Different languages  and cultures

Different languages  and cultures represent a national barrier which is particularly important for organizations involved in overseas business.

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5.Organizational structure barriers:

Status relationship One way flow Organization structure Rules and regulations Distance barriers Physical barriers Mechanical barriers

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Staff shortages are another factor which frequently causes communication difficulties for an organisation.

Whilst distractions like background noise, poor lighting or an environment which is too hot or cold can all affect people's morale and concentration, which in turn interfere with effective communication.

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6.Personal barriers:

Attitude of superiors Lack of confidence in subordinates Insistence of proper channel Ignoring comm. Filtering of information Message overload

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7.Barriers related to the communicator

Unwillingness to say things differently Unwillingness to relate to others

differently Unwillingness to learn new

approaches Lack of self-confidence Lack of enthusiasm Voice quality

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Prejudice Badly expressed message Loss in transmission Semantic problem Over/under communication I- attitude

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Barriers related to the receiver

RIGIDITY OF THOUGHTS: Blurs the power of discrimination Are not ready to accept anything new Adamant attitude Conventional attitude

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Thinking that they know everything about the subject

-Thinking that they are expert in their field

-Thinking that they are highly experienced so they do not require more knowledge.

“KNOW IT ALL” ATTITUDE

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NEGATIVE ATTITUDES-The display of intense emotions-If the receiver feels threatened -Biased before head

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WRONG TIMINGS OF DELIVERY -Delayed message may prove to be

incomplete-The person is not in a high mood-The person is in stress

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Inferences Pace of the delivery

Speaking too fast or too slow Poor grammar, spelling, etc. Appearance and performance of the

speaker Use of gender bias terms or stereotypical

terms Positive VS Negative terms

We have a full year warranty. VS Warranty is only for the first year.

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Individual linguistic ability -It is also important. The use of difficult or inappropriate words in communication can prevent people from understanding the message.

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Guidelines for overcoming barriers

Adopting an audience centered approach.

Fostering an open communication climate.

Committing to ethical communication.

Crating lean ,efficient messages.

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Two way channel Mutual trust Clarity of message

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Timely message Consistency of message Good relations Feedback

Group DISCUSSION

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Definition

Group Discussion is a methodology used by an organization to gauge whether the candidate has certain personality traits or skills that it desires in its members.

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Traits the GD is trying to gauge

Ability to work in team Communication Skills Reasoning Skills Leadership Skills Initiative Assertiveness Flexibility Creativity Ability to think on ones feet

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Why group discussion?

To get to know you as a person and gauge how well you fit in their organization.

To test how you function as a part of a team.

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From company’s perspective

To check your interactive skills Your behavior and contribution in the group How much importance you give to the group as well as your own How well you listen to the viewpoint of others How open minded are you in accepting views contrary to your

own.

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Group Discussion

The term suggests a discussion among a group of persons.

The group will have 8 & 12 members who will express their views freely, frankly in a friendly manner, on a topic of current issue.

Within a time limit of 20 to 30 minutes,the abilities of the

members of the group is measured.

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Important personality traits that candidate should possess

1.Team player- aspirants who lack team skills cannot be good manager

2.Reasoning Ability- an opinion can be better stated by demonstrating your reasoning ability

3.Leadership- contribute to the GD with your ideas and opinions, but also try and steer the conversation towards the goal

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4.Flexibility- if you change your stand, you are seen as fickle minded. If you do not change the stand you are seen as an inflexible, stubborn and obstinate person.

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5.Assertiveness- do not confuse assertiveness with aggressiveness

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6.Initiative- You never get second chance to create first impression

7.Creativity- out of box thinking 8.Inspiring ability- a good GD should incorporate views of all the

team members

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9.Listening- try and create proper balance between expressing your ideas and imbibing ideas

10.Awareness- The content or awareness generally constitutes 40-50% marks of your GD

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How to prepare-Content

Develop subject knowledge on current affairs, general awareness and business trends

Structure arguments on selected topics, consider both sides of the arguments

Plan for short and lucid points

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How to prepare-Practice

GD Skills cannot be learned from books. Get into practice group Get skilled people to observe and give feed back Spend a lot of time analyzing GD performance Plan specific improvements

MOTTOS AND BELIEFS

Every one should be like me.I am never wrong.I got rights. But you don’t.

Won’t express feelings.Won’t disagree.Others have more rights than I do.

Believes in self and others.I have rights as others have.Always we only do not win.But mainly win-win.

Communication

Skills.Closed mind.Poor listenerWill not accept other’s views.Interrupts and Monopolizing

Indirect expressionsAlways agreesHesitant.

Effective; Active listener.Sets limits for expectations.Expresses self honestly and as quickly as possible.

Aggressive Passive Assertive

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Aggressive Passive Assertive

Characteristics.Achieves goal but at the cost of others.Dominating and bullyingPatronizing condemning and sarcastic.

Apologetic, Self-consciousTrusts others, but not self.Allows others take decisions for self. Doesn't get what he wants. Loses for others.

Non-judgmental. Confident.Open and flexible. Playful and sense of humor. Decisive and proactive.

Behavior.Puts others downNever thinks they would be right. Bossy.Know – it – all type.

.Sighs a lot. Tries to sit on both sides of the fence. Asks permission unnecessarily. Lets others make choices, even for him. Difficulty in implementing plans.

Action with plans. Actions have objectives. Realistic and fair. Consistent. Takes appropriate action without denying others.

STYLES OF COMMUNICATION.

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Aggressive Passive Assertive

Non-verbal Cues.Points fingers. Shakes fingers. Frowns – glares –stares. Rigid posture.Critical and loud.

Nods head often.Down cast eyes. Low volumeMeek. Fast when anxious and slow when in doubt.

Open and natural gestures.Attentive and interested facial expressions. Direct eye-contact. Confident and relaxed posture. Vocal volume appropriate.

Verbal Cues. Your must ( should or ought)Don’t why. Just do it.Verbal abuse..

you should do it.You have more experience than I do. Monotone, low.

I choose to .. Want more options. Is there any other way?

STYLES OF COMMUNICATION.

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Aggressive Passive Assertive

Feelings.AngerHostility

PowerlessnessWonders why good work is not always rewarded.

.Enthusiasm; Even tempered. Balanced mind.

Effects. Provokes counter aggression. Ill health. Wastes time and energy on supervising others.

Builds up dependency relations. Promotes other’s causes. Increased self

confidence.Motivated.

STYLES OF COMMUNICATION.

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THANK YOU