Communication

It is a process which involves sharing of information, opinions, ideas, and beliefs between two or more
persons through a continuous activity of speaking, listening, and understanding.

 Factors to Improve Communication Skills:-

 Speech: Speech is the act of delivering a formal oral communication to an intended audience.
 Vocabulary: Competency of effective communication is judged by the correct usage of vocabulary.
 Rhythm: Rhythm is the intonation, i.e., primarily a variation in the pitch level of the voice, with which
one speaks. One should maintain a rhythm to express one's attitude and the different array of
emotions such as surprise, happiness, irritation, curiosity, boredom, importance, mockery, etc
 Tone: Words derive their power from the way they are spoken. The tone of the speaker helps to
create an impact on the listeners. It reflects the attitude and the emotions of the speaker. Listeners
appreciate a cheerful and pleasant tone. Thus, one should always be particular and use an appropriate
tone while speaking.
 Pitch: Pitch refers to the loudness or softness of a speaker's voice. One should always speak in a clear,
slow, and conversational tone in order to be an effective communicator.

Verbal Communication:-
Verbal Communication involves the usage of words to exchange thoughts, feelings, and ideas with
others. It is of two types:-

 Oral communication:-
The process of expressing information or ideas through spoken words is known as Oral Communication.

 Advantages of Oral Communication:-

 It is interpersonal and helps in building relationships.
 It encourages involvement in team work and decision making process.
 Oral message provides immediate feedback.
 It is cost efficient.
 It is a preferred mode of communication for private or confidential matters.

 Disadvantages of Oral Communication:-

 In this form of communication, emotions are visible and, hence, can lead to miscommunication.
 It has no legal validity.
 It does not provide a permanent record and the message can easily be forgotten.
 It may be difficult for certain people to understand what is spoken due to various accents and pace
used in oral communication.
 This form of communication is not suitable for lengthy messages.

 Tips to Improve Oral Communication:-

 Read out loud.
 Make audio/video recordings of your reading. Make note of the areas you need to work on.
 Talk to people in a manner that shows interest.
 Take part in activities which involve public speaking.

 Written communication:-
It involves sending messages in the form of written words to convey information. Written
communication is the most formal way of communication.

 Advantages of Written Communication:-

 Written communication allows the sender to thoughtfully draft a clear and comprehensive message.
 Written content has legal validity.
 It is a suitable mode of communication for lengthy messages.
 Disadvantages of Written Communication:-
 Written communication requires time for drafting the message.
 Written communication may involve postage cost.
 Written message provides delayed feedback and consequently causes delay in decision making.

 Tips to Improve Written Communication

 Expand your vocabulary and learn new words. Form sentences using these words.
 Learn to spell words correctly. Master English spellings using flashcards.
 Read regularly. It gives you an idea of how to use words appropriately.
 Improve your grammar and use appropriate tense and correct punctuation.
 Always write text keeping your audience in mind.

Verbal communication is further classified into two types:

 Intrapersonal Communication
 This form of communication is extremely private. It includes the silent conversations we have with
ourselves. We simultaneously switch roles between a sender and a receiver. This type of
communication occurs when we consciously appreciate something beautiful, rehearse a message
intended for others, or write a diary or a personal journal.

 Interpersonal Communication
In this form of communication, information is exchanged between two individuals. To communicate
effectively, the two individuals involved, interchange their roles of sender and receiver repeatedly. It is
the most common type of communication. It can be categorized further based on the number of
participants.
 Dyadic Communication: This type of communication takes place between two people. For
example two friends talking face to face.
 Small Group Communication: It occurs only when there are more than two people involved. The
number of people involved in this type of communication is small, which allows each participant to
interact and converse with the rest. Press conferences and board meetings are examples of small
group communication
 Public Communication: This type of communication takes place when one individual addresses a
large gathering of people. Public speeches are an example of this communication.

 Functions of Verbal Communication:-

 Helps us maintain relationships
 Helps us organise complex ideas and experiences into meaningful categories
 Helps us define reality
 Helps us think
 Can be used to Reward or Punish.

Non-Verbal Communication:-
Non-verbal Communication means communicating without the use of words, either oral or written. It
can be effectively used to enhance our verbal communication. It includes our body language,
gestures, facial expressions, eye contact, and use of fingers, etc.

 For effective communication we should follow the points given below

 Use a variety of appropriate facial expressions while communicating with people.
 Try to make eye contact while speaking in the classroom, during presentations, discussions, etc. as eye
contact defines confidence and willingness to connect.
 Vary your vocal pattern throughout the presentation and avoid a moderately monotonous vocal
range.
 Avoid defensive gestures, like holding hands in front of your chest or putting them behind the back.
 Refrain from fidgeting with your hands or clothes
 During a presentation always stand straight and move around with ease and assurance.

Always remember that verbal and non-verbal communications are not independent of each Other. To
become an effective communicator, we need to be in control of both forms of communication. Tone,
body language, and other factors are as important as spoken words while conveying a message. Non-
verbal communication can be very helpful when we are operating in a different culture.

 Functions of Non Verbal communication :-

 We use non-verbal communication to emphasize on verbal communication. For example, a head nod
or a head shake reinstates the verbal message of 'yes' or 'no’.
 We use non-verbal communication to replace verbal communication using behaviours that are easily
recognised by others such as a wave, a head nod, or a headshake.
 We use non-verbal cues to complement or reinforce verbal communication. For example, if a friend
tells you that she got selected in one of the premier institutes for further studies, you may exclaim,
 "Wow, that's great! I'm so happy for you!", all the while smiling and hugging your friend. Here, you are
using non-verbal communication to complement what you are saying.
 We use non-verbal communication to communicate emotions. For example, it is easy to spot when
your friend is feeling sad. Her drooping shoulders (a body gesture) would be indicative of her notion.
 We use non-verbal communication to give feedback to the other person. During a discussion, if the
audience is smiling and nodding, it shows that they agree with what the speaker is saying. Certain
hand gestures may indicate that the listener wishes to speak. These subtle signals provide transparent
information.

 Non Verbal practices to be followed during an interview:-

An interview is a crucial part of the recruitment process; hence, how we communicate and display our
posture during the interview makes a significant difference.

Let us now look at some effective non-verbal practices we should keep in mind during an interview:-
 Maintain eye contact with the interviewer for a few seconds at a time.
 Smile and nod (at appropriate times) when the interviewer is talking.
 Be polite and keep an even tone to your speech. Don't be too loud or too quiet.
 Do not slouch while sitting.
 Relax and lean a little towards the interviewer so that you appear interested and engaged.
 Do not lean back.
 Keep your feet on the floor and your back against the lower back of the chair.
 Be attentive to whatever the interviewer is saying or asking.
 Do not interrupt your interviewer.
 Rest an arm on the chair or on your lap to look comfortable.

Visual Communication:-
The conveyance of ideas and information in forms that can be seen through the eye is referred to as
visual communication.

Visual communication is the most effective way of passing information as the human mind processes
images very quickly. Therefore, verbal communication can be made effective and more meaningful by
using visual aids such as signs, graphic designs, graphs, diagrams, films, posters, books, typography,
screen-based media, maps, charts, paper handouts, quirky GlFs, etc.

 Points to Consider while Preparing a Presentation:-

 Make sure that your content is suitable for visual presentation.
 All fonts should be legible and appropriate for the communication style. Use callouts in moderation to
highlight vital information.
 Present content in a way that follows a logical hierarchy.
 Keep significant negative space. When too much information is present in a layout, messaging
becomes cluttered and incoherent.
 Illustrations should match the topic under discussion. Icons should be simple, easy to understand and
universal. Remember, they are meant to enhance comprehension and not distract the audience.
 Don't overwhelm the audience with multiple graphs of a single data when one combined graph may
suffice.
 Be smart while selecting appropriate visual devices. Always select visual tools that will compliment
your content and will be appreciated by the audience. Avoid unnecessary design, including 3D charts,
ornamental illustrations, or inappropriate external elements.
 Use colours sparingly to highlight important information. Try and avoid bright or dull colours in your
presentation. Make your presentation stand out, not stand apart.