GROUP MEMBERS

1.SSEMUKUUTU EDWARD JOHNSON……….BSCS

2.ARINAITWE DAVID……….BSCS
3. KITUI CARL PHILIP………BSAIT
4. NAMUTEBI JANE FRANCIS……BSCS
5. KIBIRIGE SUDAIS……….BSCS
6.BULWADDA SIMON…….
7.AJUNA DANIEL……….BSCS
8. DANIEL LOCHOLE…………BSCS
9. BANDHA EMMANUEL.....BSCS
 Question 1
ADVANTAGES AND DISADVANTAGES OF ORAL OR VERBAL
COMMUNICATION
Advantages of oral or verbal communication

1. It provides immediate feedback: When you speak

directly to someone, you get an instant reaction. You can
gauge whether they understand or need clarification, which
helps conversations flow smoothly.

2. It enables personal connection: Face-to-face

communication adds warmth and trust. Tone, facial
expressions, and gestures can make interactions feel
sincerer and engaging, which is especially valuable in
sensitive discussions.

3. Verbal communication saves time: Instead of typing out

a long email or message, you can just speak, covering details
quickly without going through the back-and-forth of written
exchanges.
 4. Verbal communication encourages openness: It’s easier
for people to ask questions or offer opinions verbally, making
conversations more dynamic and interactive, especially in
group settings.

5. Verbal communication is adaptable in real-time: During

conversations, you can change how you’re explaining
things based on the listener’s reactions, allowing you to
clear up misunderstandings on the spot.

6. Verbal communication Powerful Persuasion Tool: Tone

of voice, eye contact, and body language add impact,
which can make your message more convincing than
written words.

7. Verbal communication improves understanding: Seeing

someone’s reactions helps you communicate in a way that
resonates, leading to fewer misunderstandings and better
overall comprehension.

8. Verbal communication is motivating and encouraging:

Words spoken with emotion and encouragement can
boost morale and confidence, which is especially
important in team settings or personal discussions.
 9. Verbal communication is simple to execute: Oral
communication requires no extra tools or technology; a
conversation can happen anywhere and at any time.

10. Verbal communication is Cost-Effective: There’s no

need for printed materials or complex setup, making it a
cheap, practical option for relaying information.

Disadvantages of verbal or oral communication

 There is No Written Record: Since there’s no transcript,

there’s no easy way to review what was said, which can
lead to issues if people remember details differently.

 It incurs Misinterpretation Risk: Sometimes, what you say

and how you say it don’t match. Tone or choice of words
can lead people to read emotions or intentions that
weren’t intended.

 Verbal communication is Time-Consuming for Complex

Ideas: Some topics require a lot of detail. Oral
communication isn’t ideal for in-depth explanations or
instructions that need review.

 Verbal communication is Emotionally Influenced:

Conversations influenced by emotions can stray from the
 main topic or lose their professionalism, impacting how
effectively information is shared.

 Verbal communication is Challenging for Complex

Information: Long or complicated messages can be hard
to follow, especially if there’s no visual aid to clarify.

 6.It Relies on Listening Skills: Good communication

requires that both people listen well. If someone isn’t
paying attention, important details can be missed.

 Verbal communication is easily Forgettable: People may

forget details of a conversation since it’s not recorded.
This can lead to misunderstandings later if details weren’t
noted.

 8.there is Limited Audience: Unlike a written message,

which can reach many at once, oral communication is
limited to whoever is in the room or on the call.

 9. Verbal communication involves Risk of Interruptions: In

person, it’s easy for distractions or interruptions to derail
the conversation, which can result in lost points and a
broken flow.
 Question 2
Advantages and disadvantages of written communication
Below are the advantages and disadvantages of written
communication;

Advantages of written communication

1. Clarity and precision: Written communication allows the
sender to carefully consider and structure their message, which
helps reduce misunderstandings and ensures the message is
clear and precise. The writer can take time to craft their
message carefully, avoiding ambiguity.

2. Permanent record: One of the biggest advantages of written

communication is the ability to keep a record of messages. This
is important for documentation, reference, legal purposes, and
accountability. Emails, contracts, and letters can be stored and
reviewed later if needed.

3. Wide reach and accessibility: Written communication can

reach a large audience and can be distributed through various
means such as email, social media, newsletters, posters, and
reports. This allows for broader dissemination of information,
especially in organizational and public contexts.

4. Formality and professionalism: Written communication tends

to carry a higher degree of formality, which can be important in
professional settings. It is often expected for official
correspondence, agreements, or job-related communications.

5. Time zone and distance flexibility: Unlike face-to-face

communication, written messages can be sent and received at
any time, regardless of time zone differences. This makes it an
efficient form of communication for global business and long-
distance personal communication.

Disadvantages of Written Communication

1. Lack of immediate feedback: One significant disadvantage of

written communication is the lack of immediate feedback. In
face-to-face communication, people can immediately ask for
clarification or respond to questions. With written
communication, there can be delays in receiving responses,
which can slow down decision-making or problem resolution.

2. Misinterpretation of tone: Written messages lack non-verbal

cues (such as tone of voice, body language, and facial
expressions), which can lead to misunderstandings. A written
message might come across as too harsh, sarcastic, or overly
formal, even when this wasn’t the intention.

3. Limited personal connection: Written communication,

especially in the form of emails or texts, can feel impersonal and
detached. This can lead to a lack of emotional connection,
which may be important in personal relationships or situations
where empathy and understanding are key.

4. Time and effort: While written communication can be

planned and polished, it often requires more time and effort to
compose than verbal communication. This is particularly true in
formal settings, where specific language and structure are
necessary. Additionally, there may be proofreading or editing
involved to ensure accuracy and professionalism.
5. Accessibility issues: Not everyone may have the necessary
skills or resources to engage in written communication
effectively. Literacy barriers, technological access issues, or
language differences can limit the effectiveness of written
communication, particularly in global or diverse settings.

6. Risk of information overload: Written communication can

sometimes lead to information overload, especially in the
workplace. Emails, memos, and reports can pile up quickly, and
recipients may struggle to manage or prioritize them. This could
lead to important messages being overlooked or ignored.

In conclusion written communication is a powerful tool with

many benefits, especially when it comes to clarity, record-
keeping, and formal communication. However, it does come
with challenges, such as the potential for misunderstandings,
lack of immediate feedback, and the need for time and effort in
composition. In many cases, the choice between written and
other forms of communication (like face-to-face or phone
conversations) should depend on the context, the message
being conveyed, and the relationship between the parties
involved. Combining written communication with other forms,
when appropriate, can help mitigate its drawbacks and
enhance overall communication effectiveness.
 Question 3

ADVANTAGES AND DISADVANTAGES OF NONVERBAL

COMMUNICATION

Advantages of non-verbal communication

Nonverbal communication is an integral part of our
communication real in. A simple wave of your hand, a
thumb up, eye contact, voice tone, and physical touch is
frequently used in verbal communication.

o It saves time . when you adopt non-verbal communication,

you can save time in writing or texting of messages and
emails.

o Builds trust. Non-verbal helps you to concentrate

efficiently with the person the person you’re conversing
with by observing non-verbal cues you can understand the
interstress tend concentration of the person your
conversing with.

o It improves relations. Nonverbal cues help you build the

healthy bonds with the people you are conversing with .
e.g. When you understand the comfort level of the other
person you can look forward to an elongated handshake.
You can display openness, encouraging your team
members to come with innovative idea
 o It conveys emotions. It cues like facial expressions and
tones of the voices can communicate feeling instantly,
often without the need for words. A smile or a nod for
example can quickly show agreement or approval
 Some non-verbal cues are universally understood across
different cultures (e.g., a thumbs up, a smile, or a frown). This
makes it easier to communicate basic emotions or intentions
without needing a common language

Non-verbal communication can express things that words might not

be able to, such as subtle feelings, attitudes, or opinions. It allows
individuals to communicate in a more nuanced or indirect way,
especially in delicate situations.

 In virtual communication (e.g., video calls), non-verbal cues

such as body language, gestures, and facial expressions help
create a more authentic and human interaction, even when
people are physically distant.

 In some situations, non-verbal communication allows

individuals to avoid misunderstandings that could arise from
the language barrier, particularly in multicultural settings.

Disadvantages of non-verbal communication

 -verbal cues can be easily misunderstood, especially

when cultural differences come into play. A gesture that is
positive in one culture may be offensive in another, leading to
communication breakdowns.
 Non-verbal communication is often less specific than verbal
communication. For example, a nod may indicate agreement,
but it doesn’t explain why the person agrees, leaving room for
ambiguity.

 Non-verbal signals can vary greatly depending on the context. A

smile could mean happiness in one situation, but nervousness or
politeness in another. This makes interpretation of non-verbal
cues dependent on understanding the broader context.

 People may send conflicting messages, such as saying one thing

verbally while their body language or facial expressions
communicate something different (e.g., saying "I'm fine" while
crossing their arms or avoiding eye contact). This can confuse
the receiver and lead to doubts about the speaker’s true
feelings.

 While non-verbal communication can be very effective for

expressing emotions, it is less suited for complex or detailed
information. Some ideas or concepts are best conveyed through
verbal communication rather than through gestures or posture.

 Non-verbal signals can have different meanings across cultures.

For instance, direct eye contact may be seen as confident in
some cultures but disrespectful in others. Without
understanding cultural differences, non-verbal communication
can lead to misunderstandings or unintentional offense

 Non-verbal cues are open to interpretation, which means

individuals might read too much into a gesture or posture,
leading to conclusions that may not align with the actual intent.
 Question 5

Explain the different communication systems used in your

organization

Below are the different communication systems used in an

organization;

Verbal Communication Systems used in an organization

 Face-to-face meetings: Direct, in-person communication

remains one of the most effective methods for conveying
complex information, brainstorming, resolving conflicts, and
building relationships. Meetings can take place in offices,
conference rooms, or over lunch, fostering collaboration and
immediate feedback.

Written Communication Systems in an organization

 Emails: Email remains the primary mode of communication in

many organizations, especially for formal communication,
record-keeping, and conveying detailed information. It's
commonly used for sending reports, meeting summaries,
announcements, and project updates.

Non-Verbal Communication Systems used in an organization

 Body language: While body language is not a "system" in the

traditional sense, it is an essential form of communication
within face-to-face interactions. Non-verbal cues such as
posture, gestures, facial expressions, and eye contact can
provide significant information about a person’s attitude,
emotions, and level of engagement.
Digital Communication Platforms used in an organization

 Intranet: Many organizations maintain an internal digital

platform (intranet) that serves as a central hub for sharing
documents, policies, procedures, and updates. It also provides a
space for employees to access resources, submit forms, and
communicate with HR or other departments.

Formal Communication Channels used in an organization

 Official reports and memos: Formal written communication like

official reports, memos, and policy documents are essential in
many organizations, especially for legal, compliance, or
regulatory purposes. These are used for official announcements,
documentation of decisions, and communication of company
policies.

Physical Communication Systems used in an organization

 Notice boards and posters: While digital communication has

become dominant, physical communication channels like
bulletin boards and posters still play a role in disseminating
important information (especially in physical workspaces).
These may include health and safety notices, employee
recognition, or departmental announcements.
 Question 6

Advantages of different communication systems portrayed in

different organizations

1. Verbal communication
This is the most commonly used form of communication. it is used
by employees, and involves exchanging information verbally with one
another. It includes speeches, meetings, announcements and others.
ADVANTAGES
 It is cheap. This is because it doesn't cost anything to convey the
message.
 The message is delivered instantly. Since verbal is
communication between two people, the message is conveyed
without any delay or lag.
 It is accurate. This is so because it is got directly from the
source.
 It is very time efficient. This is portrayed especially through
phone calls that save rime when communicating.

2. Non-verbal communication
It involves use of body language, facial expressions, gestures and
tone of voice to convey the message.
ADVANTAGES
 It is extremely accurate. This is so because it is very difficult for
someone to hide their actual reaction to something.
 The message is received instantly. This is best exemplified with
sign language which is directly to the point. It is also seen in
body language in-case of discomfort.
  It covers the problem of language barrier. This is because one
doesn't need to say anything for the message to be conveyed.

3. Written communication
This involves writing information that needs to be conveyed.
ADVANTAGES
 It is clear. This is because words, especially typed words, cannot
be mistaken to mean something else.
 It is accurate.
 It keeps a record of information exchanged. Since it is written
on a piece of paper which can be kept over a long period of time
and can be referred to any point when needed.
 Can be used over long-distances. Mail can be sent over long
distances to communicate with other people.

4. Internal communication
This is communication between members of an organization. it can
be formal or informal. internal communication can be categorized as
upwards, downwards, horizontal or vertical.
ADVANTAGES
 Employee engagement. When employees feel valued and
listened to, they are more likely to be more engaging and
productive.
 Better leadership. Leaders who are able to understand and
meet employee needs can motivate and inspire them.
 Stronger team culture. Effective communication can build a
stronger team with a higher sense of mutual respect.
  Increased motivation. Employees who feel valued and
motivated are more likely to contribute to the success of the
business.
 Improved brand image. Internal public relations can help
establish the company's brand and turn employees into brand
ambassadors.

5. External communication
This refers to communication with people outside the business-like
customers, vendors, shareholders or other businesses. It involves
using pre-determined channels and routes.
ADVANTAGES
 Building brand identity. External communication can help a
company improve its public image and reputation.
 Building relationships. Regular communication with
stakeholders can help build strong long-term relationships, for
example positive relations with customers can lead to brand
loyalty.
 Sharing information. External communication can be used to
inform the public about a company's products, services and
changes to procedures.
 Crisis management. External communication is important
during a crisis to help keep the situation under control and
preserve the company's image.
 Good supplier relations. Maintaining good relations with
suppliers is important for a business' success.
6. Email communication
This is a classic form used between offices for both formal and
informal communication.
ADVANTAGES
 It is cost efficient. Compared to more traditional means, e-mail
is very cost efficient since there are no shipping fees or any
payment.
 It is fast. E-mails reach their recipients within a few minutes or a
few hours.
 It is user friendly since it is very simple to use.
 They are environmentally friendly since they reduce paper
usage.
 They are versatile. This is because they can be used for a variety
of purposes as a primary of a secondary communications tool.