LECTURE NOTES 1.

MODES OF COMMUNICATION

INTRODUCTION

Mode of communication refers to the means, means, or channel by which communication is

delivered or conveyed. Your choice of communication medium depends on many factors,
including B. Derivation speed, amount of information, cost-effectiveness, etc. Simply put,
communication can be described as the process of transferring information from one person,
place, or group to another person, place, or group. Through communication, we share
messages with each other. Communication has three key elements: the sender, the message,
and the recipient. A mode is a means of communication. i.e., the Medium in which
communication takes place.

FACTORS TO CONSIDER WHEN CHOOSING A COMMUNICATION MODE

How you get your particular message across depends on many factors, but choosing the right
communication medium, style, and forum can help you get your message across in the most
effective way possible.

WHO IS THE AUDIENCE?

If your audience is an entire team or a group of individuals, a group communication method

conference such as the following may be the most appropriate approach. If the audience is 2 or
3, it may be better to do a one-on-one interview.

NEED IMMEDIATE FEEDBACK?

If you need immediate feedback, you should choose a tool that makes it easy i.e., Team
meetings, individual sessions, phone calls, video conferences, or presentations.

DO I NEED TO MAKE A WRITTEN RECORD?

Where verbal information must be confirmed in writing in order to obtain a written record. B.
Send emails or take notes and keep them for your records when managers and employees
meet about meeting performance or after the meeting.

IS THE INFORMATION CONFIDENTIAL?

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Of course, when confidential information is involved, private communication should be
conducted, such as meeting in a private room or (if written records are important)
communicating by formal personal letter. If the messages you send are confidential, you must
employ means to maintain confidentiality. Phone calls can be tapped, emails and faxes may not
be appropriate, and office notes may not be sensitive. In such cases, face-to-face talking may
solve the problem.

IS THE MESSAGE URGENT?

If the information is urgent, you should choose a method of communication that allows the
information to reach team members quickly, such as by phone or in person. Emails are not read
immediately and are not suitable for urgent communications. The choice of means of
communication should be made with the urgency of the message in mind. Available time is the
main factor here. The high cost of dispatching messages in a timely manner can be justified.

SHOULD INFORMATION BE COMMUNICATED TO EVERYONE IN THE SAME WAY AND/OR AT

THE SAME TIME?

For some things, it's important to avoid gossip/filtering by making sure everyone gets the same
messages, or everyone hears them at the same time.

CULTURAL DIFFERENCES

Culture is one of the most difficult aspects of business today. Culture can be defined as the
beliefs, behaviors, norms, values, attitudes, customs, rules, and language shared by people in a
particular region or group. Culture affects how people work together within a team and how
they perform. Misunderstandings occur when people from different cultural backgrounds work
together

ACCESSIBILITY OF TECHNOLOGY

Both senders and receivers must support technical communication tools in order to
communicate over a particular medium. Suppose A sends an email to B. To receive e-mail, B
must have a personal computer. To receive fax messages, you must own a fax machine.
Therefore, when choosing a means of communication, the availability of technical tools to
support it on the other side must be considered.

VERBAL COMMUNICATION

When we speak with others, we are communicating verbally. It may take place in person, on
the phone, over Skype or Zoom, etc. A scheduled meeting is an example of a more formal

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verbal exchange. Other verbal exchanges are more informal, like chatting with a friend over
coffee or in the break room at work. The quality and complexity of the words, how we combine
them to convey a larger message, and the intonation (pitch, tone, cadence, etc.) used while
speaking are all equally important, regardless of the type of communication. While verbal
communication is crucial when it happens face-to-face, it cannot be separated from non-verbal
communication.

PITCH

Our feelings can frequently come into play when we speak. Our pitch may rise when we are
angry, upset, or frustrated, signaling to the listener that we are feeling strongly. Although this
isn't necessarily a bad thing, being able to control it will help you to ensure that your
communication is successful.

TONE

We all run into frustrating or upsetting circumstances. It is never a good idea to let that cause
us to become abrupt, short, or rude instead of professional and composed. The listener can
learn a lot about the speaker's perspective of them from the speaker's tone. We should all
make an effort to speak in a respectful and professional manner if we hope to foster positive
interpersonal relationships in the workplace.

CONTENT

Of course, the most crucial aspect of verbal communication is the content. It's important to
watch what we say and how we express ourselves. Even though most office communications
lean toward being more formal than, say, meeting a friend for coffee, we should make sure to
leave time for casual conversations and developing relationships. Consider your content's level
of technicality as well. When speaking with developers about specific aspects of the code, use
different terminology than when discussing updates to the app with the marketing team.

BINDING COMMUNICATION

Often, our actions speak louder than our words when we speak. Facial expressions, posture,
eye contact, hand movements, and touch are all examples of non-verbal communication. For
instance, it's crucial to pay attention to both your boss's words and non-verbal cues when
you're discussing your cost-saving plan with him or her. Although your boss may have verbally
agreed with your idea, their nonverbal cues—avoiding eye contact, sighing, scrunching up their
face, etc.—indicate otherwise.

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FEMININE FORMULATIONS

Facial expressions are a common way for us to show that we are paying attention and involved
with the speaker. The speaker can tell how you are responding to their conversation by seeing
your smile, furrowed brows, or puzzled expression. They keep the conversation moving without
you having to speak to express your interest in it. They help grease the conversation. You will
understand the significance of facial expressions in a conversation if you have ever spoken to
someone with a stone face.

POSTURE

It matters where you stand during a conversation. With a relaxed and open posture, you can
invite someone to engage with you more fully by leaning in their direction. Turning away from
the speaker or leaning back sends a very different message—one that is not favorable. Talking
to someone who is extremely closed off makes the conversation more challenging and
unpleasant, just as no one wants to talk to the back of their head.

ACTIONS AND PERSONAL TOUCH

Depending on the individual and their country of origin, gestures and physical contact may be
used frequently or hardly ever. But a lot of information is being communicated through these
actions. In contrast to an excessively firm handshake, a gentle touch on the arm can indicate
encouragement. When someone is discussing a problem with you, fidgeting with their hands
can indicate guilt or avoidance, and making a lot of grand gestures while presenting an idea can
indicate excitement or confidence.

SIGHT CONTACT

We are all aware of how crucial eye contact is. We interpret a person's inability to maintain eye
contact as a sign that they are lying, being deceptive, or not paying attention. The speaker will
know that you are attentive and present if you can maintain eye contact while listening.
Speaking aloud demonstrates that you are engaging the audience, which is especially crucial
when delivering unfavorable news. It demonstrates respect and that you are an honest and
sincere person when you can give someone bad news while looking them in the eye.

WRITTEN COMMUNICATION

All written communication, including emails, memos, reports, contracts, Facebook posts,
tweets, and so on, aims to convey information in a clear and concise manner, though this goal is
frequently not met. In fact, poor writing abilities frequently result in misunderstandings,

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embarrassment, and even possible legal risk. One thing to keep in mind about written
communication, especially in the digital age, is that the message endures, possibly forever.
Therefore, there are two things to keep in mind: first, write well because sloppy errors and
poorly constructed sentences make you look bad; and second, make sure the message's
message is something you want to promote or be associated with for the long term.

STRUCTURE

It's critical to consider the information you are presenting when writing. Line breaks and
paragraph breaks are required. An impassable wall of text will disengage the reader; instead,
grasping and using the right structure will enable the reader to absorb the information in
manageable doses. Give your argument or thesis, take the time to support it with convincing
evidence, add the pertinent details to ensure that the reader fully understands the point, and
then end with a conclusion.

CLARITY

Finding the right balance between over- and under-explaining ideas is difficult. How specific
should you be in instructions you write for a new employee? Of course, this varies from person
to person, but it's much preferable to overexplain a little than to leave the reader in the dark.
Considering your audience will help you determine what they already know and what you need
to explain in more detail.

CONTENT

Written content is frequently a little more formal than verbal content. Avoid using slang, be
sure to punctuate and spell everything correctly, and keep in mind that nothing you write—
especially in the digital age—will be erased. Every time you write something, err on the side of
professionalism. For instance, messages on Slack don't have to be written in the same formal
style as a cover letter, but they still need to be courteous, professional, and well-written. Be
aware that without the additional context of tone or facial expressions, written jokes can fall
flat.

BRIEF VISUAL COMMUNICATION

Our culture is largely visual. Consider the following: Televisions are on all the time, Facebook is
a visual platform with memes, videos, images, etc., Instagram is an image-only platform, and
advertisers use imagery to market goods and concepts. Consider this from a personal
standpoint: The social media images we post are intended to communicate a message. In some

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circumstances, that message might be, "Look at me, I just won an award or I'm in Italy." Others
are purposefully chosen to make us feel compassion—injured animals, crying kids, etc.

CONTENT

While it may be tempting to add images to add some variety and interest, you should think
about what they contribute. Do they prove useful? Are they required? Do they support the
main point? Visuals are not necessary in all communications, and they may even distract from
your intended message in some circumstances. It is important to make an effort to ensure that
your message is clear and concise and not filled with unnecessary details.

TONE

Make sure you are reaching your audience where they are, as with all communications. Include
the pertinent descriptions, at the appropriate level of technicality, if you are presenting
complex data so that your audience can understand. Avoid using graphic or upsetting images,
and keep in mind that the same rule that applies to written communication also applies to
visual communication: don't produce anything that you wouldn't want to be associated with
you in the future.

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