LESSON-2: TYPES OF COMMUNICATION

The types of communication are based on communication channels as well as purpose and style of
communication. The major types of communication are:
 Verbal
 Non-verbal
 Formal
 Informal
1. Verbal communication
Verbal communication refers to the form of communication in which a message is
transmitted verbally. Verbal communication is done by words, mouth, or a piece
of writing. It can be oral and written as well.
 The objective of every communication is to have people understand what
we are trying to say
a. Oral Communication
Oral communication refers to the exchange of information, ideas, and
messages through spoken words.
 It includes face-to-face conversations, speech, telephonic
conversations, video, radio, television, etc.
 Oral communication is influenced by volume, speed, and clarity of
speaking.
Advantages of Oral Communication: Oral communication involves many advantages. In a recent survey about communication, it is clear that more than 55%
of the executives choose this communication. The advantages of oral communication are as follows:

1. Clarity: Oral communication allows for immediate clarification and understanding, as it

enables individuals to ask questions and seek clarification in real time.
2. Nonverbal cues: Unlike written communication, oral communication includes nonverbal
cues such as facial expressions, gestures, and tone of voice, providing additional context and
aiding in conveying emotions and intentions.
3. Time-saving: When action is required to be taken immediately it is best to transmit a message
orally. If the executive’s workload is high then they stop writing and by oral instructions, they
complete their message transmission and release their workload which saves time.
4. Cost savings: Cost is involved in any communication. When communication is needed within
the organization and if it is completed orally, it does not need any paper, pen, stamp or
computer. So it saves the money of the organization.
5. More powerful: Speech is a more powerful means of persuasion and control. Therefore,
executives often prefer to transmit messages orally.
6. Effectiveness: With the help of variations in the tone, pitch, and intensity of voice, the
speaker can convey shades of meaning. This factor also contributes to the effectiveness of oral
communication.
7. Immediate feedback: The speaker can get immediate feedback on whether it is creating a
favourable impression on the receiver or whether the receiver will protest or whether the
receiver has clearly understood his meaning or is feeling baffled (puzzle) and he can mold and
adjust his message accordingly.
8. A relationship develops: Oral communication is mostly carried out to promote friendly
relations between the parties communicating with each other.
 9. Flexibility: By the demand of the situations, oral instructions can be changed easily and for
these cases maintaining the formalities is not necessary. So it is very much flexible and
effective.
10. Informal/Less formal communication: It does not require strict formalities, making it easy
and helpful for organizations.
11. Motivation: In the oral communication system, top executives and subordinate staff can sit
face-to-face and exchange their views directly, so sub-ordinates are motivated day by day.
12. Maintaining secrecy: Interested parties of oral communication can maintain the secrecy of
messages easily.
13. Memorability: Oral communication tends to be more memorable due to its interactive nature,
as active participation and engagement facilitate better retention of information.

Disadvantages of oral communication

It's important to note that while oral communication has its disadvantages, it also has significant
advantages in various situations. The choice of communication method should be based on the
specific context and requirements of the communication task.
1. Lack of record: Unlike written communication, oral communication does not provide a
permanent record of the message, making it difficult to refer back to or verify information at a
later time.
2. Expensive: It is also an expensive medium of communication. Sometimes the audience can be
managed by paying T. A and D. A. On the other hand technological devices that are used in this
system are costly.
3. Distortion: If the distortion of the word occurs in oral communication, then the main goals of
the organization may be filed.
4. Misinterpretation: Oral communication can be prone to misinterpretation due to factors such
as unclear pronunciation, accents, or misunderstandings of nonverbal cues, leading to confusion
or inaccurate understanding of the message.
5. Limited Use: The scope of usage of oral communication is limited. It is not suitable for lengthy
messages.
6. No Legal Validity: there is no legal validity of the oral message. As the oral messages are not
taped and kept records, these can be denied easily if the situation goes against the speaker.
7. Limited Reach: Oral communication may not reach a wide audience simultaneously,
especially when dealing with large groups or remote individuals. This can result in information
gaps or the need for repeated communication.
8. Inability to Review: Unlike written communication, oral messages cannot be reviewed and
revised before transmission, increasing the likelihood of errors or unintended consequences.
9. Distractions and Noise: External distractions or background noise can hinder effective oral
communication, reducing concentration and comprehension for both the speaker and the
listener.

b. Written Communication
In written communication, written signs or symbols are used to communicate.
 Written communication refers to the process of conveying information, ideas,
or messages through written symbols, such as words, sentences, and
paragraphs. It involves the use of written language, whether in print or digital
form, to communicate with others. Written communication can take various
forms, including letters, emails, memos, reports, articles, text messages, and
social media posts.
Advantages of Written communication

There are some advantages of written communication. They are discussed below:

1. Clarity and precision: Written communication allows for careful thought and planning, enabling the writer to express ideas clearly and precisely.
The written format allows for revisions and edits, ensuring that the intended message is accurately conveyed.
2. Permanence: Written communication provides a permanent record of the message, allowing recipients to refer back to the information at their
convenience. It serves as a reliable source for documentation, reference, and verification.
3. Accessibility: Written communication can be accessed and read by multiple recipients simultaneously, making it an efficient way to reach a wide
audience. It overcomes the constraints of time and location, as messages can be transmitted across different time zones and delivered at the
recipient's convenience.
4. Thoughtful Response: Written communication allows recipients to carefully read and analyze the message before formulating a response. It
provides the opportunity for a thoughtful and well-considered reply, fostering effective communication and minimizing misinterpretation.
5. Legal Validity and Purpose Written communication holds legal weight and is often required for formal and professional purposes. Contracts,
agreements, official reports, and documentation often rely on written communication to ensure accuracy and accountability.
6. Distribution and Dissemination: Written communication can be easily duplicated and distributed to a large number of recipients, whether in
printed form or through digital means. This makes it an efficient way to share information, instructions, announcements, or updates across a broad
audience.
7. Time Management: Written communication allows individuals to manage their time effectively by prioritizing and responding to messages at their
convenience. It eliminates the need for immediate synchronous interaction, giving recipients the flexibility to read and respond at their own pace.
8. Formality and Professionalism: Written communication often follows specific formats and conventions, contributing to a sense of formality and
professionalism. It allows for structured and organized presentation of ideas, enhancing credibility and professionalism in business and academic
contexts.
9. Easy to preserve: The documents are easy to preserve. Oral and non-verbal communication cannot be preserved. If it is needed, important
information can be collected from the preserved documents.
10. Use as a reference: If it is needed, written communication can be used as a future reference.
11. Delegation of authority: Written communication can help the authority delegate the power and authority to the subordinate. It is quite impossible
to delegate power without a written document.
12. Longevity: Written documents can be preserved for a long time easily. That is why; all the important issues of an organization should be black and
white.
13. Less distortion possibility: In this communication system information is recorded permanently. So, there is less possibility of distortion and
alteration of the information.
14. No opportunity to misinterpret: there is no opportunity to misinterpret the information or messages of written communication.
15. Easy to verify: The information and messages that are preserved can be verified easily. If there arises any misunderstanding any party can easily
verify the information.

Disadvantages of Written Communication: The limitations and disadvantages of written communication are given below:

1. Expensive: Written communication is comparatively expensive. For this communication

paper, pen, ink, typewriter, computer and a large number of employees are needed.
Additionally, it is very difficult and expensive to keep all the records in written
communication.
2. Time-consuming: Written communication takes time to communicate with others. It is a
time-consuming medium. It costs the valuable time of both the writer and the reader.
3. Red-Taoism: Red-Taoism is one of the most disadvantages of written communication. It
means it takes time for approval of a project.
4. Useless for an illiterate person: If the message receiver is illiterate, written communication
is quite impossible. This is a major disadvantage of written communication.
5. Lack of flexibility: Since writing documents cannot be changed easily at any time. Lack of
flexibility is one of the most important limitations of written communication.
6. Lack of immediate feedback: Unlike oral communication, written communication does not
allow for immediate clarification or feedback. There can be a delay in receiving responses or
addressing questions, leading to potential misunderstandings.
7. Delay in decision making: Written communication takes much time to communicate with all
the parties concerned. So the decision-maker cannot make decisions quickly.
8. Ineffective for complex emotions or sensitive matters: Written communication may not be
the most suitable medium for conveying complex emotions, sensitive topics, or nuanced discussions.
It can be challenging to accurately convey tone or express empathy solely through written words.
9. Complex words: Sometimes the writer uses complex words in writing a message. It becomes
difficult to meaning out to the reader. So the objectives of the communication may be lost.

2. Non-verbal communication
This is communication through signs and symbols. Non-verbal communication
can go without verbal communication but verbal can’t go without non-verbal
communication.
 kinesics (Body language)
 Haptics (Touch)
 Proxemics (Space distancing)
 Chronemics
 Sign Language
 Para Language
 Environmental
 Silence
 Artifact
 Kinesics: It is the study of how we use body movement and facial expressions. We
interpret a great deal of meaning through body movement, facial expressions, and eye
contact. Many people believe they can easily interpret the meanings of body
movements and facial expressions in others. The reality is that it is almost impossible
to determine the exact meaning of gestures, facial expressions, and eye contact. Even
so, we rely a great deal on kinesics to interpret and express meaning. We know that
kinesics can communicate liking, social status, and even relational responsiveness.
Facial expressions are a primary method of sharing emotions and feelings. Kinesics
(BODY LANGUAGE) include the following:
 Facial expression  Eye contact/ gaze
 Gestures and Postures  Personal appearance
 Facial Expression: The face is the index of the mind. Think how much information
can be conveyed with a smile or a frown. Through facial expressions, we can show or
we can understand happiness, sadness, anger and fear and much more.

Eye Gaze: Looking at another person can indicate a range of emotions like anger, grudge and
danger. A dangerous look can tell you, someone is unhappy and not comfortable with.

Gestures and Postures: Gestures constitute non-verbal communication, which complements verbal
modes of communication. They have a defining impact on how one receives words and can make or
break the impact of the spoken word. Gestures include any intentional or unintentional body
movement made during the course of a conversation. In a formal scenario, such as interviews,
gestures have a big role to play, more so, because the candidates, in their nervousness, do not pay
attention to the way their body reacts. This exposes them to the critical eyes of the people on the other
side and enables them to form certain impressions about the candidates. For instance, pointing your
fingers in a formal set-up is considered rude.

Gestures come in handy, especially to portray you as a confident person, in control of his/herself. The
right gestures used at the right time can enhance the meaning of the spoken words and even add
another layer to them. They, in fact, become the second line of communication, in addition to the
spoken word. A firm handshake, for instance, reveals a person’s confidence level and self-belief and
tells the other person that you mean business. A nod of the head during a conversation conveys
acknowledgement and shows that you are focused on the conversation. Conversely, inappropriate
gestures can reduce the import of the spoken word and create an unfavorable impression. For instance,
people who bite their nails, stare at the ground, and sweat due to anxiety, reveal their lack of
confidence as well as nervousness, which works against them and leaves a poor impression.
Personal Appearance Adornment: Appearance can indicate our profession. It shows your nature,
interest and your taste. It can also point out your religious and cultural values.

 Haptics (Touch Language) is the study of touch. Remember that conference room full of angry people? There was probably a lot of finger-pointing
and several invasions of personal space. All this indicates attack mode. Someone's aggressively conveying they're looking to "get you" or prove a
point. In this line of attack, someone can also reach out and grab someone by the arm to shock them into attention.

That said, we typically consider physical touch in a positive and personal light. If someone's sitting at their desk crying, someone's likely to put a hand on their
shoulder and ask them what's wrong. These signs of touch are meant to be comforting while forging a connection. Someone can also give a light touch to a co-
worker's arm as they say thanks.

In every instance, bad or good, touch is designed to strengthen the message being sent.

 Proxemics (Space distancing):

To communicate while keeping a distance is called proxemics. The amount of distance
we need and the amount of space we perceive as belonging to us is influenced by several
factors including social norms, situational factors, personality characteristics and level of
familiarity. Two concepts considered essential to the study of the use of space are
territoriality and personal space.
Territoriality refers to your need to establish and maintain certain spaces as your own. In
a shared dormitory room the items on the common desk area mark the territory. For
example, you might place your notebook, pens and pencils, and PDA on the right side of
the desk and your roommate might place books, a cell phone, and a laptop on the left side.
While the desk is shared, you are each claiming part of the area. On a cafeteria table, the
placement of the plate, glass, napkin, and eating utensils marks the territory. In a
neighborhood it might be fences, hedges, trees, or rocks that mark the territory. All are
nonverbal indicators that signal ownership.
Personal space is the personal “bubble” that moves around with you. It is the distance
you maintain between yourself and others, the amount of space you claim as your own.
Large people usually claim more space because of their size, and men often take more
space than women. For example, in a lecture hall, observe who claims the armrests as part
of their personal bubbles.
Hall (1966) was the first to define the four distances people regularly use while they
communicate. His categories have been helpful in understanding the communicative
behavior that might occur when two people are a particular distance from each other.
Beginning with the closest contact and the least personal space, and moving to the
greatest distance, Hall’s categories are intimate distance, personal distance, social
distance, and public distance.
 Intimate distance extends from you outward to 18 inches, and it is used by
people who are relationally close to you. Used more often in private than in
public, this intimate distance is employed to show affection, to give comfort, and
to protect. Graves and Robinson (1976) and Burgoon (1978) note that the use of
intimate distance usually elicits a positive response because individuals tend to
stand and sit close to people to whom they are attracted.
 Personal distance ranges from 18 inches to 4 feet, and it is the distance used by
most Americans for conversation and other nonintimate exchanges.
 Social distance ranges from 4 to 12 feet, and it is used most often to carry out
business in the workplace, especially in formal, less personal situations. The
higher the status of one person, the greater the distance.
 Public distance exceeds 12 feet and is used most often in public speaking in such
settings as lecture halls; churches, mosques, and synagogues; courtrooms; and
convention halls. Professors often stand at this distance while lecturing.
  Chronemics (Time Language):
A call at 2 a.m. indicates some kind of emergency. You reached a party on time,
which shows you are punctual. It is basically the study of how people use time. Are
you someone who is always early or on time? Or, are you someone who arrives late to
most events? Think about the person you know who is most frequently late. How do
you describe that person based on their use of time? Now, think about someone else
who is always on time. How do you describe that person? Is there a difference? If so,
these differences are probably based on their use of time. In the U.S., we place a high
value on being on time and responding more positively to people who are punctual.
But, in many Arab and Latin American countries, time is used more loosely, and
punctuality is not necessarily a goal to achieve. You may have heard the expression,
“Indian time” to refer to “the perception of time [that] is circular and flexible”. This is
the belief that activities will commence when everyone is present and ready; not
according to an arbitrary schedule based on a clock or calendar. Neither approach is
better than the other, but the dissimilar uses of time can create misunderstandings
among those from different cultural groups.
 Sign language- Sign language, is any means of communication through bodily
movements, especially of the hands and arms, used when spoken communication is
impossible or not desirable. In linguistic terms, sign languages are as rich and
complex as any oral language but they are not "real languages". It is conventional
communication which is a part of non-verbal communication.
This can involve simultaneously combining hand shapes, orientation and movement of the hands,
arms or body, and facial expressions to fluidly express a speaker's thoughts. They share many
similarities with spoken languages, which is why linguists consider both to be natural languages, but
there are also some significant differences between signed and spoken languages.
Types of Sign Language: There are 7 types of sign language:-
1. Sign language for the deaf
2. Sign language for people who are deaf and blind
3. Sign language for children and adults with special needs
4. Sign language for babies - a most fabulous way to understand and communicate with a hearing
baby, before he or she can speak!
5. Sign language for communicating with animals for example dogs and dolphins.
6. Home sign is not a full language, but it is used for a particular family, where a deaf child does not
have contact with other deaf children and is not educated in sign.
7. A village sign language is a local language used both by the deaf and by a significant portion of the
hearing community, who have deaf family and friends.

 para language: It is the term we use to describe vocal qualities such as pitch, tone,
volume, tempo, rhythm, articulation, resonance, nasality, and even the accent of the
speaker collectively known as paralanguage, we can understand the mood and the
situation by paralanguage expressions. Paralinguistic features include
• Pitch: the highness or lowness of your voice.
• Rate: how rapidly or slowly you speak.
• Inflection: the variety or changes in pitch.
• Volume: the loudness or softness of your voice.
• Nonword sounds: “mmh,” “huh,” “ahh,” and the like, as well as pauses or
the absence of sound used for effect in speaking.
• Pronunciation: whether or not you say a word correctly.
• Articulation: whether or not your mouth, tongue, and teeth coordinate to
make a word understandable to others (such as a lisp).
• Enunciation: whether or not you combine pronunciation and articulation to
produce a word with clarity and distinction so that it can be understood. A person
who mumbles has an enunciation problem.
• Silence: the lack of sound.
 Environment: Environment are nonverbal acts through our use of spaces we
occupy like our homes, rooms, cars, or offices. Think of your home, room,
automobile, or office space. What meanings can others perceive about you from these
spaces? What meanings are you trying to send by how you keep them? Think about
spaces you use frequently and the nonverbal meanings they have for you. Most
educational institutions intentionally paint classrooms in dull colors. Why? Dull
colors on walls have a calming effect, theoretically keeping students from being
distracted by bright colors and excessive stimuli. Contrast the environment of a
classroom to that of a fast food restaurant. These establishments have bright colors
and hard plastic seats and tables. The bright colors generate an upbeat environment,
while the hard plastic seats are just uncomfortable enough to keep patrons from
staying too long–remember, it's FAST food (Restaurants See Color as Key
 Ingredient). People and cultures place different emphases on the use of space as a way
to communicate nonverbally.
 Silence: it serves as a type of nonverbal communication when we do not use words
or utterances to convey meanings. Have you ever experienced the “silent treatment”
of someone? What meanings did you take from that person’s silence? Silence is
powerful because the person using silence may be refusing to engage in
communication with you. Likewise, we can use silence to regulate the flow of our
conversations. Silence has a variety of meanings and, as with other types of nonverbal
communication; context plays an important role in interpreting the meaning of
silence. Here, like in the Women in Black movement, the participants believe that
silence sends a louder message than anything they could say. Do you think they are
right? What do you think are the advantages and disadvantages of using silence as a
political strategy?
 Artifact: Artifacts are physical objects, such as clothing, homes, and cars that
indicate to others a person's personal and social beliefs and habits. Messages are thus
conveyed in a nonverbal manner.
o Clothing: One of the first judgments people make when they see an
individual, whether it be a stranger or friend, is based on that person's
clothing. Accurate or not, these inferences affect how people view and react
to others. Clothing can communicate many ideas, including social class,
attitudes (conservative, liberal, moderate), style and creativity, and age. For
example, a professor is more likely to take seriously a student who dresses
conservatively and appropriately for class than a student who constantly
lounges in sweats and an old t-shirt.
o Jewelry: Jewelry

also communicates certain messages. Political buttons inform others of your

views and activity concerning society while college rings or religious
adornments reveal personal values and beliefs. Engagement and wedding
rings indicate matrimony and the union of two people in love, though the type
of rings can further indicate wealth and thus social class; large stones are
usually associated with those who have money while simple and plain rings
are often reserved for those with less wealth.

o Body Piercing and Tattoos: Piercings and tattoos often facilitate complex messages, especially in terms of presentation and percep-

tion. Often, when people get a piercing in their nose, eyebrow, or tongue, they communicate a message that is different from how oth -
ers perceive it. This can be a result of a culture or generation gap, for younger people are more comfortable with such expressions than
are their parents and grandparents. Many people tend to overlook the actual meaning of such an adornment and instead perceive it as a
broad message. For example, a young person may get a tattoo of a religious object, perhaps a cross. While that person's intent may be
to indicate to others his/her devotion to faith, an older individual may misinterpret the message and think that the person with the tattoo
is defying his/her religion.
o Space Decoration: The way in which private spaces are decorated indicates
messages about a particular person or group of people. For example, a boss'
office is usually arranged with nice furniture in a private room, unlike a
worker's lowly cubicle. Thus, objects and adornments can highlight wealth
and status. Despite this, they also contribute to information about a person's
interests and lifestyles. Magazines, books, and DVDs each communicate a
different message about the tastes of a person and what they consider to be
important.
 The following figure gives an overall illustration of non-verbal communication:

3. Formal Communication: In formal communication, certain rules, conventions, and principles are followed while communicating a message.
Formal communication occurs in a formal and official style. Usually, professional settings, corporate meetings, and conferences undergo
in formal pattern. In formal communication, the use of slang and foul language is avoided and correct pronunciation is required. Au-
thority lines are needed to be followed in formal communication.

Formal Communication Channels: Upward, Downward, Horizontal, and External

 Downward Communication: Traditional views of the communication process in school organizations have been dominated by downward commu-
nication flows. Such flows transmit information from higher to lower levels of the school organization. School leaders, from central office adminis -
trators to building-level administrators, communicate downward to group members through speeches, messages in school bulletins, school board
policy manuals, and school procedure handbooks.

Canary (2011) has identified five general purposes of downward communication:

1. Implementation of goals, strategies, and objectives.

Communicating new strategies and goals provides information about specific targets and expected behaviors. It gives direction for lower levels of the
school/school district, community college, or university. For example: "The new reform mandate (orders related to improvement) is for real. We must improve
the quality of student learning if we are to succeed."

4. Job instructions and rationale

These are directives on how to do a specific task and how the job relates to other activities of the school organization. Schools, community colleges, or
universities need to coordinate individual and departmental objectives with organization-wide goals. We often fail to provide enough of this kind of information,
leaving it to the individual staff member to get the big picture.

5. Procedures and Practices

These are messages defining the school organization's policies, rules, regulations, benefits, and structural arrangements in order to get some degree of uniformity
in organization practices. In school organizations, this information is transmitted to staff members through board and organization-wide policy manuals,
handbooks, and the day-to-day operation of the school organization.

6. Performance feedback.

Departmental progress reports, individual performance appraisals, and other means are used to tell departments or individuals how well they are doing with
respect to performance standards and goals. For example: "Mary, your work on the computer terminal has greatly improved the efficiency of our department."

7. Socialization

Every school organization tries to motivate staff members to adopt the institution's mission and cultural values and to participate in special ceremonies, such as
picnics and United Way campaigns. It is an attempt to get a commitment, a sense of belonging, and a unity of direction among staff members (Lunenburg &
Ornstein, 2008). For example: "The school thinks of its employees as family and would like to invite everyone to attend the annual picnic and fair on May 30."

The downward flow of communication provides a channel for directives, instructions, and information to organizational members. However, much information
gets lost as it is passed from one person to another. Moreover, the message can be distorted if it travels a great distance from its sender to the ultimate receiver
down through the formal school organization hierarchy (Tourish, 2010).

 Upward Communication

Behaviorists have emphasized the establishment of upward communication flows. In a school organization, this refers to communication that travels from staff
member to leader. This is necessary not only to determine if staff members have understood information sent downward but also to meet the ego needs of staff.
Five types of information communicated upward in a school organization are as follows (Canary, 2011).

1. Problems and Exceptions:

These messages describe serious problems and exceptions to routine performance in order to make the leader aware of difficulties.

a. Suggestions for improvement.

These messages are ideas for improving task-related procedures to increase the quality or efficiency of organization members.
 b. Performance reports

These messages include periodic reports that inform the leader how individual organization members and departments are performing.

c. Grievances and disputes

These messages are employee complaints and conflicts that travel up the school organization hierarchy for a hearing and possible resolution. If the grievance
procedure is backed up by the presence of a collective bargaining agreement, organization members are even more encouraged to express true feelings.

d. Financial and accounting information

These messages pertain to costs, accounts receivable, interest on investments, tax levies, and other matters of interest to the board, central administration, and
building-level administrators.

Horizontal Communication: Upward and downward communication flows generally follow the formal hierarchy within the school organization. However, the
greater size and complexity of organizations increase the need for communication laterally or diagonally across the lines of the formal chain of command. This is
referred to as horizontal communication. These communications are informational too, but in a different way than downward and upward communication. Here
information is basically for coordination — to tie together activities within or across departments on a single school campus or within divisions in a schoolwide
organizational system.

Intradepartmental problem-solving.

These messages take place between members of the same department in a school or division in a school-wide organizational system and concern task
accomplishment.

Interdepartmental coordination.

Interdepartmental messages facilitate the accomplishment of joint projects or tasks in a school or divisions in a school-wide organizational system.

In brief, horizontal communication flows exist to enhance coordination. This horizontal channel permits a lateral or diagonal flow of messages, enabling units to
work with other units without having to follow rigidly up and down channels. Many school organizations build horizontal communications in the form of task
forces, committees, liaison personnel, or matrix structures to facilitate coordination.

External communication flows between employees inside the organization and with a variety of stakeholders outside the organization. External stakeholders
include other administrators external to the organization, parents, government officials, community residents, and so forth. Many organizations create formal
departments, such as a public relations office, to coordinate their external communications.

4. Informal Communication: Informal communication is done using channels that are in contrast with formal communication channels. It’s just a casual talk. It
is established for societal affiliations of members in an organization and face-to-face discussions. It happens among friends and family. In informal communica-
tion use of slang words, and foul language is not restricted. Usually. Informal communication is done orally and using gestures. Informal communication,
unlike formal communication, doesn’t follow authority lines. In an organization, it helps in finding out staff grievances as people express more when talking
informally. Informal communication helps in building relationships.
 Common Barriers to Effective Communication
The process of communication has multiple barriers. The intended communique will often be disturbed and distorted leading to a condition of misunderstanding and
failure of communication. The Barriers to effective communication could be of many types like linguistic, psychological, emotional, physical, and cultural etc. We will see
all of these types in detail below.

Linguistic Barriers

The language barrier is one of the main barriers that limit effective communication. Language is the most commonly employed tool of communication. Differences in
language, vocabulary, or accents can lead to misunderstandings and misinterpretations. It can be particularly challenging when communicating across cultures or with
individuals who are non-native speakers of the language. Sometimes even a thick dialect may render the communication ineffective.

As per some estimates, the dialects of every two regions change within a few kilometres. Even in the same workplace, different employees will have different
linguistic skills. As a result, the communication channels that span across the organization would be affected by this.

Thus keeping this barrier in mind, different considerations have to be made for different employees. Some of them are very proficient in a certain language and others will
be ok with these languages.

Let’s have an example. Imagine a multinational company with employees from various countries. In one department, there is a project team consisting of members from
different linguistic backgrounds. The team includes employees from the United States, Japan, Brazil, and France. English is established as the common language for
communication within the team.

During a team meeting, the American team leader explains a complex project requirement in English. However, the Japanese team member, whose English proficiency is
limited, struggles to fully understand the instructions due to the language barrier. Despite making an effort to comprehend, the Japanese team member feels uncertain
about the specific tasks assigned and the project's overall objective.

As a result, miscommunication arises. The Japanese team member may interpret the instructions differently, leading to potential errors or delays in completing the
assigned tasks. Furthermore, they may hesitate to seek clarification or ask questions due to feeling embarrassed or inadequate in their language skills.

In this scenario, the language barrier hinders effective communication among team members. To overcome this barrier, the team leader could consider implementing
strategies such as providing written instructions, offering additional clarification, or assigning a bilingual colleague to assist with interpretation. By addressing the language
barrier, the team can enhance understanding, collaboration, and the overall effectiveness of their communication.

Psychological Barriers

There are various mental and psychological issues that may be barriers to effective communication. Some people have stage fear, speech disorders, phobia, depression etc.
All of these conditions are very difficult to manage sometimes and will most certainly limit the ease of communication.

Let's say there is a team meeting at a workplace where a new project is being discussed. One team member, John, has a strong ego and tends to be defensive about his
ideas. During the meeting, another team member, Sarah, shares a suggestion that differs from John's approach.

Due to John's psychological barrier, he may perceive Sarah's suggestion as a personal attack on his competence or expertise. He becomes defensive and dismisses her idea
without giving it fair consideration. This response hinders effective communication as it shuts down open dialogue, prevents the exploration of alternative perspectives,
and stifles the potential for collaboration.

In this case, John's ego and defensiveness act as psychological barriers to effective communication. These barriers prevent a constructive exchange of ideas, inhibit
teamwork, and hinder the progress of the project. Overcoming these barriers requires individuals to be self-aware, open-minded, and willing to consider different
viewpoints without feeling threatened or defensive.

Emotional Barriers

The emotional IQ of a person determines the ease and comfort with which they can communicate. An emotionally mature person will be able to communicate effectively.
On the other hand, people who let their emotions take over will face certain difficulties.

A perfect mixture of emotions and facts is necessary for effective communication. Emotions like anger, frustration, and humour, can blur the decision-making capacities
of a person and thus limit the effectiveness of their communication.
Suppose there is a couple, Alex and Emma, who are having a heated argument about finances. Alex feels stressed and overwhelmed by the financial situation, while
Emma is frustrated and defensive about their spending habits. As the argument escalates, both individuals become emotionally charged.

In this scenario, the emotional barrier of defensiveness can hinder effective communication. As their emotions intensify, Alex and Emma may resort to blame, criticism,
and personal attacks rather than addressing the underlying issues. Their defensiveness prevents them from actively listening to each other's concerns, understanding
different perspectives, and working together to find a resolution.

The emotional barrier of defensiveness can manifest through behaviors such as interrupting, refusing to take responsibility, and not genuinely considering the other
person's point of view. As a result, the conversation becomes unproductive and may further strain their relationship.

To overcome this emotional barrier, Alex and Emma need to recognize their defensiveness and consciously work on creating a safe and non-judgmental space for
communication. They can practice active listening, expressing their thoughts and feelings without attacking or blaming the other person, and showing empathy and
understanding towards each other's perspectives. By managing their emotions and fostering open dialogue, they can address their financial concerns more effectively and
work towards finding mutually beneficial solutions.

Physical Barriers

They are the most obvious barriers to effective communication. These barriers are mostly easily removable in principle at least. They include barriers like noise, closed
doors, faulty equipment used for communication, closed cabins, etc. Sometimes, in a large office, the physical separation between various employees combined with
faulty equipment may result in severe barriers to effective communication.

Physical barriers to communication can include various elements that hinder the transmission or reception of information. Here are a few examples.

 Noise: Excessive noise in the environment, such as loud machinery, construction activities, or crowded areas, can make it difficult to hear and
understand spoken words. This can be particularly challenging in workplaces with high levels of noise, like factories or open office spaces.

Example: During a team meeting held in a busy cafeteria, the background noise from people talking, dishes clattering, and music playing makes it hard for team members
to hear and comprehend what the speaker is saying.

 Distance: Physical distance between individuals can impede effective communication, especially when face-to-face interaction is necessary for
clear communication. This barrier is often encountered in situations involving remote teams, international business meetings, or large
conference rooms.

Example: In a multinational company, team members from different countries are participating in a video conference. Due to the significant time zone differences, some
participants join the meeting very early or late at night. The physical distance and time zone disparities can make it challenging to maintain effective communication and
coordination.

 Poor Acoustics: Certain spaces may have poor acoustic conditions, which can distort or dampen sound, making it difficult to hear and
understand speech clearly. This can occur in rooms with high ceilings, hard surfaces, or inadequate soundproofing.

Example: In a large auditorium with high ceilings and minimal soundproofing, a speaker's voice might echo or become muffled, causing difficulties for the audience to
grasp the message being delivered.

 Technical Issues: Communication tools and technologies, such as phones, video conferencing systems, or internet connectivity, can encounter
technical problems that disrupt the flow of communication. These issues can result in delayed or distorted communication.

Example: During a virtual team meeting, the internet connection becomes unstable, causing video and audio lag. As a result, participants experience delays and
interruptions, hindering the smooth exchange of information.

These are just a few examples of physical barriers to communication. It's important to identify and address such barriers to ensure effective communication, whether it
requires finding a quieter location, improving acoustics, or using reliable communication tools and technologies.
Cultural Barriers

As the world is getting more and more globalized, any large office may have people from several parts of the world. Different cultures have different meanings for several
basic values of society. Dressing, Religions or lack of them, food, drinks, pets, and general behaviour will change drastically from one culture to another.

Hence it is a must that we take these different cultures into account while communicating. This is what we call being culturally appropriate. In many multinational
companies, special courses are offered at the orientation stages that let people know about other cultures and how to be courteous and tolerant of others.

Imagine a multinational company with teams from different countries working together on a project. During a team meeting, one team member from a Western culture
proposes an idea and presents it in a direct and assertive manner, expecting immediate feedback and discussion. However, another team member from an Eastern culture,
where communication tends to be more indirect and consensus-oriented, remains silent and does not offer any immediate response.

In this scenario, the cultural barrier arises from the different communication norms and expectations between the two team members. The Western team member may
interpret the silence as disapproval or lack of interest, while the Eastern team member might be hesitant to express disagreement openly in a group setting. As a result, the
Western team member may feel frustrated by the perceived lack of participation, and the Eastern team member may feel uncomfortable or pressured to conform to the
more assertive communication style.

Organisational Structure Barriers

As we saw there are many methods of communication at an organizational level. Each of these methods has its own problems and constraints that may become barriers to
effective communication. Most of these barriers arise because of misinformation or lack of appropriate transparency available to the employees. Employees do not
understand the existing structure or policies etc. Moreover, In organizations with a rigid hierarchical structure, communication may be hindered due to the strict chain of
command. Lower-level employees may feel hesitant to share their ideas or concerns with higher-level managers, leading to a lack of upward communication. Similarly,
higher-level managers may be disconnected from the day-to-day operations and challenges faced by frontline employees, resulting in a lack of downward communication.

Attitude Barriers

Certain people like to be left alone. They are introverts or just people who are not very social. Others like to be social or sometimes extra clingy! Both these cases could
become a barrier to communication. Some people have attitude issues, like huge ego and inconsiderate behaviour.

These employees can cause severe strains in the communication channels that they are present in. Certain personality traits like shyness, anger, and social anxiety may be
removable through courses and proper training. However, problems like egocentric behaviour and selfishness may not be correctable.

Perception Barriers

Different people perceive the same things differently. This is a fact that we must consider during the communication process. Knowledge of the perception levels of the
audience is crucial to effective communication. All the messages or communiques must be easy and clear. There shouldn’t be any room for a diversified interpretational
set.

The perception barrier refers to the individual differences in how people interpret and make sense of the information they receive. These differences in perception can
create barriers to effective communication. Here's an example of a perception barrier:

Suppose there is a team meeting where the team leader presents a new project proposal. The team members have diverse backgrounds and experiences. During the
presentation, one team member interprets the proposal as an exciting opportunity for growth and innovation, while another team member perceives it as a risky and
potentially disruptive endeavour. These differing perceptions can lead to misunderstandings and hinder effective communication.

The perception barrier in this scenario arises from the subjective interpretation of the information based on each individual's personal beliefs, values, experiences, and
cognitive biases. Factors such as past experiences, cultural background, education, and personality traits can shape how people perceive and interpret information. As a
result, individuals may assign different meanings, significance, and emotional responses to the same message.

Physiological Barriers

Certain disorders, diseases or other limitations could also prevent effective communication between the various channels of an organization. The shrillness of
voice, dyslexia, etc are some examples of physiological barriers to effective communication. However, these are not crucial because they can easily be compensated and
removed.
In other words, physiological barriers to communication are obstacles that arise from physical conditions or limitations that can affect the transmission or reception of
messages. These barriers can impair effective communication in various ways. Here are a few examples of physiological barriers:

 Hearing or Auditory Impairments: Individuals with hearing impairments or hearing loss may have difficulty receiving and understanding
verbal communication. In such cases, the use of hearing aids, sign language interpreters, or written communication methods may be necessary
to facilitate effective communication.

 Visual Impairments: Visual impairments, such as partial or complete blindness, can hinder the ability to perceive visual cues and nonverbal
communication. In these cases, alternative communication methods, such as braille, audio recordings, or assistive technologies like screen
readers, can help individuals receive information effectively.

 Speech Disorders: Certain speech disorders, such as stuttering, articulation difficulties, or voice disorders, can create challenges in expressing
thoughts and ideas clearly. It may require patience and understanding from both the speaker and the listener to ensure effective communication.
In some cases, the use of augmentative and alternative communication (AAC) devices or techniques can assist individuals with speech
disorders.

 Cognitive Impairments: Cognitive impairments, such as dementia, brain injuries, or learning disabilities, can impact memory,
comprehension, and processing abilities, making it challenging to engage in effective communication. Tailoring communication approaches,
and using simplified language, visual aids, and repetition, can help overcome these barriers.

 Health Conditions: Certain health conditions or temporary illnesses, such as fatigue, pain, or medication side effects, can affect an individual's
concentration, focus, and overall well-being, leading to difficulties in effective communication.

To address physiological barriers, it is essential to consider individual needs and provide appropriate accommodations. Employing inclusive communication practices,
using alternative communication channels or tools, and offering support and understanding can help individuals with physiological barriers participate fully in
communication exchanges. Creating an accessible and inclusive environment promotes effective communication for all individuals, regardless of their physiological
conditions or limitations.

Technological Barriers

Technology is developing fast and as a result, it becomes difficult to keep up with the newest developments. Hence sometimes technological advances may become a
barrier. In addition to this, the cost of technology is sometimes very high.

Lack of access to reliable internet connectivity or limited availability of communication devices can impede effective communication, particularly in remote or
underdeveloped areas. Insufficient infrastructure can lead to slow or unreliable communication channels, hindering timely information exchange.

Different communication tools, software, or platforms may have compatibility issues, making it difficult for individuals or organizations to communicate seamlessly.

While technology has expanded the capacity to communicate, it has also increased the volume of information available. Dealing with excessive information can
overwhelm individuals, making it challenging to filter, prioritize, and effectively process the messages received.

Socio-religious Barriers

Socio-religious barriers refer to obstacles that arise from societal norms, cultural beliefs, or religious practices that can impact communication. These barriers can affect
interpersonal and intercultural communication.

In a patriarchal society, a woman or a transgender may face many difficulties and barriers while communicating.

 Language and Cultural Differences: Communication between individuals from different

linguistic and cultural backgrounds can be challenging due to differences in language
proficiency, idioms, nonverbal cues, and communication styles. Misunderstandings and
misinterpretations can occur, hindering effective communication.
 Taboos and Etiquette: Certain topics or behaviours may be considered sensitive or taboo
within a specific socio-religious context. This can restrict open communication and prevent
individuals from discussing or expressing certain ideas, opinions, or concerns.
  Gender Roles and Norms: Societal expectations and gender roles can impact
communication dynamics. In some cultures, there may be restrictions on communication
between genders, which can limit opportunities for open dialogue and collaboration.
 Religious Practices and Customs: Religious beliefs and practices can influence
communication norms and customs. For example, specific prayer times, dietary restrictions,
or observance of religious holidays may affect scheduling and availability for communication.
Semantic Barriers
They refer to obstacles that arise from differences in the meaning, interpretation, or understanding of
words, symbols, or language. These barriers can hinder effective communication when individuals or
groups have varying interpretations or understandings of the same message.
 Ambiguous language or vague expressions can lead to confusion and misinterpretation.
 The use of specialized terminology or jargon specific to a particular field or profession can
create barriers when communicating with individuals who are not familiar with that language.
 Cultural and language variations can impact the interpretation of words and symbols.
 People often make assumptions about the shared understanding of certain terms or concepts.
However, these assumptions may not be accurate, and communication can break down when
individuals have different assumptions or interpretations of key terms.

MODES OF COMMUNICATION
Intrapersonal communication
Intrapersonal communication is communication with oneself using internal vocalization or
reflective thinking. Like other forms of communication, intrapersonal communication is
triggered by some internal or external stimulus. We may, for example, communicate with
ourselves about what we want to eat due to the internal stimulus of hunger, or we may react
intrapersonally to an event we witness. Unlike other forms of communication, intrapersonal
communication takes place only inside our heads.
Interpretive Communication
In this mode, individuals focus on understanding and interpreting messages produced by others, such
as written texts, spoken language, or visual media. It involves comprehension and analysis of
communication in various forms, including reading literature, listening to speeches, watching films, or
viewing artwork. The interpretive mode requires the ability to infer meaning, identify main ideas, and
comprehend cultural nuances within the context of the message.
 Learners understand, interpret, and analyze what is heard, read, or viewed on a
variety of topics.
 This mode of communication involves interpreting the author or producer’s intent.
 There is no alternative to the active negotiation of meaning with the writer, the
speaker, or the producer.

2. Interpersonal Communication
Interpersonal communication is the process by which people exchange information through verbal
and nonverbal messages. It is an unmediated mode of communication that occurs when we interact
and attempt to mutually influence each other, simultaneously, in order to manage relationships.
Although interpersonal communication can encompass oral, written, and non-verbal forms of
communication, the term is usually applied to spoken communication that takes place between two or
more individuals on a personal or face-to-face level. Examples of Interpersonal Communication
include:
 • Personal Interview
• Telephonic Conversations
• Interactive Sessions
• Debates
• E-mails
• Text Messages
3. Presentational Communication
Presentational Communication is another type of one-way communication, which facilitates
interpretation by members of another group. It involves creating and delivering messages to an
audience without immediate interaction. This mode includes producing written or spoken texts, giving
presentations, creating multimedia projects, or performing for an audience. In the presentational
mode, individuals have the opportunity to plan, organize, and revise their communication before
sharing it with others. This mode emphasizes effective expression, clarity, and audience awareness.