Methods of Communication

Methods of Communication
The word 'communication' comes from the Latin word communicare, meaning
'to share'. Clear and concise communication is of immense importance in
work and business environment as there are several parties involved.
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Communication has three important parts:

1. Transmitting - The sender transmits the message through one medium

or another.
2. Listening - The receiver listens or understands the message.
3. Feedback - The receiver conveys their understanding of the message to
the sender in the form of feedback to complete the communication
cycle.

Communication Process and Elements

The various elements of the communication cycle are:
Sender: the person beginning the communication.
Message: the information that the sender wants to convey.
Channel: the means by which the information is sent.
Receiver: the person to whom the message is sent.
Feedback: the receiver’s acknowledgment and response to the message.

Methods of Communication

 Face-to-face informal
 communication
 e-mail
 Notices/Posters
 Business Meetings
 social networks, message, phone call for communication, newsletter,
blog, etc

Choosing the right method of communication depends on

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 Target audience
 Costs
 Kind/type of information
 Urgency/priority

Verbal Communication

Verbal communication includes sounds, words, language, and speech.

Speaking is one of the most effective and commonly used ways of
communicating. It helps in expressing our emotions in words.

Type of Verbal Communication

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Interpersonal Communication: This form of communication takes place
between two individuals and is thus a one-on-one conversation. It can be
formal or informal.
Written Communication: This form of communication involves writing words.
It can be letters, circulars, reports, manuals, SMS, social media chats, etc. It
can be between two or more people.
Small Group Communication: This type of communication takes place when
there are more than two people involved. Each participant can interact and
converse with the rest.
Public Communication: This type of communication takes place when one
individual addresses a large gathering.

Advantages of Verbal Communication

It is an easy mode of communication in which you can exchange ideas by
saying what you want and get a quick response.

Disadvantages of Verbal Communication

Since verbal communication depends on written or spoken words, sometimes
the meanings can be confusing and difficult to understand if the right words
are not used.
Mastering Verbal Communication
Think Before You Speak

 Think about your topic.

 Think about the most effective ways to make your listeners

Understand the topic

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 Write or note down whatever you plan to say.

 Concise and Clear
 Speak clearly, loudly and at moderate speed.
 Be sure the information you want to share is to the point.
 Do not repeat the same sentences.
 Confidence and Body Language Be confident.
 Maintain eye contact, stand straight and be attentive.
 Be friendly.

Non-verbal Communication

Non-verbal communication is the expression or exchange of information or

messages without using any spoken or written word.

Importance of Non-verbal Communication

In our day-to-day communication

 55% communication is done using body movements, face, arms, etc.

 38% communication is done using voice, tone, pauses, etc.
 only 7% communication is done using words.

Types of Non-verbal Communication

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 Facial Expressions
 Posture
  Gestures or Body Language
 Touch
 Space
 Eye Contact
 Paralanguage: tone, speed and volume of our voice.

Visual Communication

Visual Communication:
Visual communication proves to be effective since it involves interchanging
messages only through images or pictures and therefore, you do not need to
know any particular language for understanding it. It is simple and remains
consistent across different places. Some examples of Visual Communication
are given below.

Types of Visual Communication

Some common types of visual communications are given below.
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 1. Infographics
2. Process Diagrams
3. Flow Charts
4. Roadmaps
5. Charts and Graphs
6. Visual Reports
7. Presentations
8. Mind Maps

Advantages of Visual Communication

The main advantage of visual communication is the way that symbols can
become universal and supersede the need for a shared language. Visual
communication is also used to express different moods and feelings.
However, while visual subjects may be universally understood, care needs to
be taken that the visual communication that we use does not perpetuate unfair
or offensive stereotypes.

Disadvantages of visual communication

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There are some disadvantages to visual communication.

 The visual methods of communication are more costly than those of

other methods. To draw maps, charts, diagram is costly.
 Visual communication is not sufficient to communicate effectively and
clearly but also it can be successfully used with oral communication.
 Sometimes the visual communication of information becomes complex.
The receivers cannot understand the meaning of the presentation.

Descriptive And Specific Feedback

Communication Cycle and the Importance of Feedback

For effective communication, it is important that the sender receives an

acknowledgment from the receiver about getting the message across. While a
sender sends information, the receiver provides feedback on the received
message.
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Types of Feedback

 Positive Feedback
 Negative Feedback
 No Feedback

A good feedback is one that is:

 Specific: Avoid general comments. Try to include examples to clarify

your statement. Offering alternatives rather than just giving advice
allows the receiver to decide what to do with your feedback.
 Timely: Being prompt is the key, since feedback loses its impact if
delayed for too long.
 Polite: While it is important to share feedback, the recipient should not
feel offended by the language of the feedback.
 Offering continuing support: Feedback sharing should be a
continuous process. After offering feedback, let recipients know you are
available for support.
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Importance of Feedback.

 It validates effective listening: The person providing the feedback

knows they have been understood (or received) and that their feedback
provides some value.
 It motivates: Feedback can motivate people to build better work
relationships and continue the good work that is being appreciated.
 It is always there: Every time you speak to a person, we communicate
feedback so it is impossible not to provide one.
 It boosts learning: Feedback is important to remain focussed on goals,
plan better and develop improved products and services.
 It improves performance: Feedback can help to form better decisions
to improve and increase performance.

Barriers To Communication - Types and Factors

Communication means sharing meaning. With no sharing, there is no
communication.
Effective communication requires an understanding that-

 A message is conveyed clearly between communicators in order that it

is effective and serves the desired purpose.
 Whether in a team or with others, at work or in the community, the
communication environment is conducive and there are no barriers
which prevent messages being sent and received successfully.
 Communication barriers create misunderstandings and
misinterpretations of messages.
 To communicate successfully you must know what barriers to
communication exist and ensure that they do not
obstruct communication.
 You must make efforts to navigate around these roadblocks.

A communication barrier is thus anything that prevents us from

receiving and understanding the messages others use to convey their
information, ideas and thoughts.
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Communication between two individuals should be simple. Remember that
there are differences between talking and communicating. When we
communicate, we are successful in getting our point across to the
person we're talking to. When we talk, we tend to erect barriers that hinder
our ability to communicate.

Some barriers to effective communication you should be aware of are:

Physical Barriers - Physical barriers separate people from each other and
mark territories. These barriers can often be seen in the workplace where
offices and closed doors stop communication.
Physical barriers can stop you from being comfortable communicating with a
person whom you do not come face to face with often. As long as people still
have a personal space that they can call their own, nearness to others aids
communication because it helps us get to know one another.
Language Barriers - Not using words another can understand will certainly
stop your message from being conveyed. This not only applies to actual
languages but also expressions, format used, buzz words and other jargon.
If one is not familiar with your language, misinterpretation will occur. The
accents and dialect (use of words) of people belonging to different places
differ even if their language is same and may become barriers to
communication.
For example, the abbreviation "LOL" used in chat language used to mean
Lots of Love before, which changed to Laugh Out Loud. If a person says LOL,
the second person can interpret the meaning in any way they want or from
their understanding. People use both the abbreviations according to the
context and need.
Gender Barriers - Variation exists among masculine and feminine styles of
communication. There are distinct differences between the speech patterns in
a man and those in a woman. A woman speaks between 22,000 and 25,000
words a day whereas a man speaks between 7,000 and 10,000.
While women often emphasize politeness, empathy, and rapport building,
male communication is often more direct. This means that a man talks in a
linear, logical and compartmentalized way, features of left-brain thinking;
whereas a woman talks more freely mixing logic and emotion, features of both
sides of the brain. Meshing these two styles without awareness could become
a barrier.
Attitudinal Barriers - as those behaviors or perceptions that are divisive in
nature – the ones that can lead to nagging doubt, sullen disagreement or even
overt conflict. They all interfere with and undermine communication. These
are barriers that distance one from others. These are visible through
withdrawal, meaningless rituals which keep one devoid of real contact,
superficial activities and more.
Perceptual Barriers - Different world views can create misunderstanding.
People tend to interpret messages from their own point of view or ideologies.
Without thinking, one might only view a message from his or her own mindset
rather than looking at it from another viewpoint. The problem with
communicating with others is that we all see the world differently. You might
ask someone an innocent question based on a previous experience but it is
quite likely for them to perceive it with suspicion.
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Cultural Barriers - Ethnic, religious, and social differences can often create
misunderstandings when trying to communicate. These differences can also
affect one’s perception and create confusion in getting a message.
Emotional Barriers - If one is consumed with emotion he will have difficulty in
understanding what is communicated. Hostility, anger, fear, and other
emotions make it hard to hear outside one’s own self. The roots of our
emotional mistrust of others lie in our childhood and infancy when we were
taught to be careful about what we said to others. We must have been often
warned- "Mind your P's and Q's". "Don't speak until you're spoken to". As a
result, many people hold back from communicating their thoughts and feelings
to others. While some caution may be wise in certain relationships, excessive
fear of what others might think of us can stunt our development as effective
communicators.

Overcoming these barriers to communication is no easy task. You

need awareness and a willingness to adapt and try to form meaningful
relationships.
But, if you begin to focus on how these communication barriers are affecting
your everyday conversation, you will be well on your way to becoming an
effective communicator.

Handling Barriers to Communication

Following are some practical ideas for dealing with attitudinal barriers to
communication so that all of your exchanges as a small business owner or
part of a team in an office are as productive as they can be:
Engage in face-to-face interactions whenever possible. As you've probably
learned from experience, text messages and even emails can be
misinterpreted without the nonverbal “assist” of facial expressions, tone and
inflection. When timely communication is of great importance, you may have
no choice but to send a quick text or email. In this case, be sure to follow up
later to seek questions and to ensure that your message was understood as
you had intended it to be.
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Reduce or eliminate distractions around you. Noise from other people and
office machines can sink even the most pleasant interactions, dooming them
to a rough start. They interfere with the focus you need to have so that you
can counteract any attitudinal barriers. Then again, sometimes a lack of noise
from other people, such as if the environment is too quiet, can be distracting;
this could mean that people are eavesdropping on your conversation
- something you want to avoid. If "the walls have ears," then move your
conversation to another part of the building or go outdoors.
Try to assess the needs of the receiver. This is not an easy objective. But
as an employer, look at the bright side: you're privy to some attitudinal
variables: age, culture, education, experience, gender and race. Others, such
as lifestyle and upbringing, may elude you. Use what you know to develop an
empathetic stance and, if possible, tailor your message accordingly. This is
another way of saying "know thy audience." No doubt, you will get better with
experience and practice.
Hone your active listening skills. The University of Maine suggests a five-
step approach to this alert and engaged listening style:

a. Acknowledge the other person's ideas, thoughts or feelings. Paraphrase

the other person's words to ensure understanding.
b. Ask questions without judging. Summarize and clarify what you hear.
Offer your opinion if it's requested.
c. Organize your thoughts. You don't have to write notes, but if doing so
helps you organize what you want to say and how you want to say it,
then by all means, start writing. Many communications go haywire
because the purpose is hazy in the mind of the sender. And if it's hazy
in the mind of the sender, it might be a complete blur to the recipient.

Soften your tone and language. As the boss, you know people watch your
every move, so you also know that being courteous and professional is a must
in every interaction. To defeat any attitudinal barriers, it can help immensely to
maintain a gentle, reassuring tone and use simple, non-confrontational
language. Keeping sentences short and direct can also help to prevent any
misunderstandings.
Encourage feedback. Even this seemingly benign step can be fraught with
peril, if "the other guy" clams up and disses you behind your back. Now might
be a good time to remember the advice about how the receiver also bears
responsibility for whether a two-way exchange is a success or a failure. All
you can do is ask that he understood what you had to say and if he has any
questions you can clarify. At least, you will be doing your part as a
conscientious communicator.
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Described below are some common barriers to effective communication which

we must avoid:

1. Second guessing the sender: We do this when we are impatient with

the speaker and are in a hurry to finish the sentence for the speaker. It
takes away from the speaker the opportunity to compete what was
being said. At times, we could be completely off the mark while finishing
off the unspoken part and create antagonism in the speaker. We have
thus defeated out first principle of seeking first to understand.
 2. Stereotyping: We often form stereotypes about those whom we know
the least! Once our mental sets are created, all our transactions are
affected by these sets, preventing us from effective listening.
3. Halo effect: This is another form of stereotyping. Based on a single
characteristic we make up our mind usually positively about the other
person. We may like someone's mannerisms or passion while speaking
and get so impressed that are unable to see any negatives in this
person.
4. Not listening as a status or gender issue: Studies have shown that
men listen much less than women do. Similarly those in positions listen
less to those who are lower in hierarchy. How well do we listen to our
children, or our subordinates? If a woman employee is speaking, are
men colleagues as attentive as they would be when a male colleague
speaks up?

In addition there are others which we are familiar with such as daydreaming,
private planning or detouring, fatigue and exhaustion. Typical mannerisms like
saying 'you know', 'well', or making gesticulations while talking also act as
barriers. These can be observed in both the sender and the receiver. One can
overcome these through seeking feedback on one's style of communication.

Communication Skills II
Principles of Effective Communication

We all wish to communicate our ideas and thoughts effectively. There are
some principles that must be followed for communication to be successful.
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A. Seek first to understand, then diagnose and prescribe: The most

important principle of communication is that we should understand the
other person with our mind, heart and soul, deeply, without judging,
without censoring. Stephen Covey in his book titled '7 Habits of Highly
Effective People' gives an example of a father who complains that he is
unable to understand his son as the son doesn't listen to him. After
repeating, "I don't understand my son, he just doesn't listen to me",
several times, the man realizes that in order to understand another
person, one must deeply listen and only with the intention of truly
wanting to understand. Very often we struggle to make ourselves
 understood. But if the person does not open up to the experience of
wanting to understand the struggle continues and communication fails.
Covey says seeking first to understand is like opening an emotional
bank account. If you invest yourself emotionally and fully, you will get
high returns in the form of a rewarding communication experience.
When you truly understand the other person you can begin to explore
for causes of problems and solutions.
B. Face to Face Communication is most effective:
One of the requirements within any organization is to put everything
down on paper, in writing. While all of us follow this dictum, how many
of us have chosen to precede or follow up our written communication
with a personal discussion or meeting? A face to face discussion can
give us much better results. In a face to face interaction, we are able to
observe and respond to verbal and non-verbal cues, the inconsistence
between the two, offer feedback and seek clarifications. Some of this is
not possible for example, when we are engaged in a telephonic
conversation.
C. Communication becomes complex as the number of people we are
communicating with increases:
In an interaction involving only two people, the number of
communicative stimuli, both verbal and non-verbal, is limited. One is left
to deal with and manage the partner's interactions and structure one's
response based on the cues received from the partner. But as the
number of people increases, stimuli, feedback, channels also increase
and communication becomes complex. Suppose you are talking to a
group of 5 persons. Four of them are listening intently to you while the
fifth one seems bored and uninterested. If you continue, you have lost
the opportunity to understand the reason for his or her disinterest and
modify your delivery. However, if you single this person out, she might
feel cornered while others may become impatient.
Thus in a group context, one has to manage several different
aspects of communication in order to be effective.
D. Communication across cultures differs: Culture can be defined as
shared knowledge, symbols, conventions, folklore, language, habits,
rituals, rules and lifestyles that link and give a common identity to a
particular group of people at a given point in time. Cultural differences
must be respected and kept in mind while communicating. It is a good
idea to find out about the culture, traditions and customs of another
country or state you are visiting for the first time. Also remember, in a
large country like India people belonging to different states, tribes or
communities have certain mannerisms and behavioural characteristics
 that need to be understood. Not giving eye-contact to a member of the
opposite sex or a person who belongs to a higher caste class is
common among Indians. To a Westerner, the same gesture may mean
lack of earnestness of the people we are interacting with.
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E. Feedback is the key to effective communication: Communication
transactions continue to evolve effectively in the presence of feedback.
Try talking to a person with a deadpan face. Chances are, very soon the
enthusiasm with which you started will wane. Conversely if the audience
responds with nods, smiles, anything that conveys attention and
interest, the speaker is encouraged to continue. Feedback also gives
you an indication if there is any change needed in the communication
stimuli.

C's of effective communication

In your daily life and at work you write emails, facilitate meetings, participate in
conference calls, create reports, devise presentations, debate with your
colleagues… the list goes on.
We all spend almost our entire day communicating. So, it stands to reason
that communicating clearly and effectively is very important and can boost our
productivity.
This is why the 7 Cs of Communication are stressed in our discussions on
good communication. The 7 Cs provide a checklist for making sure that your
meetings, emails, conference calls, reports, and presentations are well
constructed and clear – so your audience gets your message. Following are
the 7 Cs of effective communication:
Watch this video that makes it easy to understand the 7 Cs:
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https//youtu.be/sYBw9-8eCuMs://youtu.be/sYBw9-8eCuM

1. Be Clear
Begin every message by asking the question, “What is the purpose of
this communication?” This will enable you to make the objective of your
communication clear to the recipient. Clarity is also about avoiding the
 use of complex words, sentences, and fuzzy language.
It is important that you clearly communicate the intended information to
the recipient. You must be able to explain a concept several ways and
answer clarifying questions about the topic.
If you are not clear about the purpose of your communication, then
your objectives will not be met.
Writing points on note cards or a notepad can help you methodically
work through what you want to communicate. Most people will tend to
drift or forget items if they don’t have a clear framework to operate
within. Presentation slides can be helpful though very often a simple
outline will be enough.
2. Be concise
Make your message brief and to the point. Why use 10 sentences to
explain something when a single sentence will suffice? Being concise
will save time for both you and the receiver of your message.
To help make your communications more concise, avoid going over the
same point several times, and avoid the use of filler words, sentences,
and over wordy expressions. Although we are trying to be concise, it is
important to remember that we are not trying to lose completeness.
3. Be Concrete
Concrete communication is about being specific and clear rather than
vague, obscure, and general. To be more concrete use sentences that
cannot be misinterpreted. Include supporting facts and figures to
underscore your message, but don’t allow anything that detracts from
the focus of your message.
4. Be Correct
Incorrect information doesn’t help anyone and it does your credibility no
good. Ensure that: Your message is typo-free; your facts and figures are
correct and you are using the right level of language. Being correct first
time will both save you time and boost your credibility. A correct
message will also have a greater impact on the recipient than an
incorrect one.
5. Be Coherent
Does your message make sense? Does it flow logically from one
sentence to the next? To ensure that your communication is coherent:
Check that each sentence flows logically from one to the next and check
that you haven’t tried to cover too many points or been distracted by
side issues.
6. Be Complete
Your message must contain all the necessary information to achieve the
desired response. To ensure that your message is complete think about
 questions the receiver might think of as they receive your message.
Address these questions. Ensure you have included a call to action so
that your audience knows exactly what you expect them to do next.
7. Be Courteous
Be polite. You’re more likely to get what you want from your
communication if you are courteous, as courtesy builds goodwill. Check
that your message is polite, shows respect for the feelings of the
receiver, and is tactful. Make your message brief and to the point.

The following table makes the 7C's clear to you

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7 C's of Communication Checklist

Make objective clear.
Clear
Avoid complex words & phrases.
Keep it clear and to the point.
Concise
Avoid filler words \& sentences.
Be specific not vague.
Concrete
Use facts and figures to support your message.
Try to avoid typos. Use correct facts and figures.
Correct
Use the right level of language.
Does your message make sense?
Coherent
Ensure it flows logically. Avoid covering too much.
Does the message contain everything it needs to?
Complete
Include a call-to-action.
Being polite builds goodwill.
Courteous
Ensure message is tactful.

Basic Writing Skills

What is a Sentence?
A sentence is a group of words giving a complete thought. A sentence must
contain a subject and a verb.
There are three types of sentences-
 a. Simple Sentence
b. Compound Sentences
c. Complex Sentences.

Simple Sentence
A simple sentence is one independent clause that has a subject and a verb
and expresses a complete thought.

 Must have a subject and a verb.

 Must express a complete thought.
 Must only have one clause.

Examples

 I am out of paper for the printer.

 Will you help me with the math homework?

Compound Sentence
A compound sentence allows us to share a lot of information by combining
two or more related thoughts into one sentence.
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Example: I drove to the office, and then I walked to the cabin.

Complex Sentence
Answer: A complex sentence is a sentence that combines one independent
clause with at least one dependent clause.
Example:

 Although Rohan had some doubts, he found the courses very useful.
 Computers have come a long way since they first came on the market.

What are Phrases?

Phrases are a group of words that work together to communicate an element
of speech.

Types of phrases are-

i. Prepositional Phrases
ii. Participial Phrase
iii. Appositive Phrase.
 iv. Gerund Phrase
v. Infinitive Phrase

Parts of Sentence
Answer: Every sentence can be broken into two parts-

a. Complete Subject - The complete subject consists of the simple

subject (The noun or the pronoun is the subject is about) and its
modifiers
b. Complete Predicate - The complete predicate is made up of verbs and
modifiers.

The old man built a road.

the subject is - "the old man"
the predicate is - "built a road"

What is an Object?
A category to which a word is assigned in accordance with its syntactic
functions.
In English, the main parts of speech are noun, pronoun, adjective, verb,
adverb, preposition, conjunction, and interjection.

Types of Parts of Speech with example

There are eight parts of speech in English. These are

i. Noun - A word for a person, place of things. e.g. - Rama, Chennai, Box,
Info Tech, democracy, gravity, etc.
ii. Pronoun - A word that stands in for a noun i.e. to use in place of noun.
e.g. he, she, I, we, they, him, her, me, us, them.
iii. Adjective - A word that describes the noun or pronoun. e.g. green
'green leaf', young in 'young girl'
iv. Verb - A doing word. e.g. cried, jump, read, like, etc.
v. Adverb - A word that describes an adjective, adverb or verb. e.g.
quickly, slowly, carefully, etc.
vi. Preposition - A word that shows the position in time or space i.e.
shows relationships. e.g. on, over, for, besides, etc.
vii. Conjunction - A word that connects two sentences together i.e. joining
words. Eg. and, but, or, because.
viii. Interjection - A word of surprise. Eg. hey, well, now, so, Wow!, Oh my!
ix. Article - A word that introduces a noun. e.g. a, an, the
What are Quantifiers?
The words that describe the quantity or amount of a noun are called
quantifiers. e.g. much, little, few, bit, several, etc.

Countable Nouns
Countable nouns are those which can be counted. A countable noun can be
used in both singular and plural forms e.g, books, apples, pens, phones,
rooms, glasses, etc.

Uncountable Nouns
Uncountable nouns are those which cannot be counted. An uncountable noun
can be used in singular forms e.g, books, apples, pens, phones, rooms,
glasses, etc.

Quantifiers for Countable & Uncountable Nouns

Quantifiers are used when we want to give information about the number or
quantity of a noun.

Countable Nouns - Quantifiers Uncountable Nouns - Quantifiers

much, a little, little, very little, a bit, a many, a few, few, very few, a number, several,
great deal of, a large amount of, a large a large number of, a great number of, a
quantity of, a bit of majority of, couple of

Quantifiers that can be used with both Countable & Uncountable Nouns
Quantifiers are used when we want to give information about the number or
quantity of a noun.

Common Quantifiers - Countable & Uncountable Nouns

all, enough, more, most, less, least, no, none, not any, some, any, a lot of, lots of, plenty
of, heaps of, tons of, loads of

What is Article Writing?

Article writing is the process of creating a non-fiction text about current or
recent news, items of general interest, or specific topics.

Format of Article writing

Topic of Article
(By Govind Singh)

1. Introduction of the topics [ Meaning and Present status)

 2. Causes of the topic (if it is a problem)
3. Statistics of the topic (Problem, if known)
4. Advantages/Disadvantages of the topic (Problem)
5. Conclusion with warning/message/advice/steps requirement.

What is a Paragraph?
A paragraph is a series of sentences that are organized and coherent, and are
all related to a single topic.
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A paragraph is a group of sentences that describes one idea.

Parts of a Paragraph
A paragraph is having different parts -

a. Topic sentences
b. Supporting details
c. Colorful vocabulary
d. Concluding sentences

Rules for writing a good paragraph are:

A basic rule of writing a paragraph is -
A paragraph represents one idea., if you have to write about a different idea,
start a new paragraph.
To write a good paragraph, you need to follow these rules -

a. Write an Outline for the Paragraph - (i) topic and (ii)

supporting information of the topic
b. Write the topic sentence - that describes the topic.
c. Write supporting sentences for each outline, with the help of examples
or facts.
d. Write the concluding sentence, i.e. sum up the idea of the paragraph.
e. Combine all the lines to get your final paragraph.