Elements of Communication

Unit-II
B.Pharm 1st Sem
Communication Skills (BP105T)
Prepared By Salaj Khare
 Elements of Communication
• Introduction
• Face to Face Communication –
• Tone of Voice
• Body Language (Non-verbal communication)
• Verbal Communication
• Physical Communication
 Introduction
• Communication is both an art and a science.
• It often involves acts of speaking and listening,
reading and writing, but it also goes beyond
these and incorporates the transmission of
non-verbal language/ sign.
• The act of communicating verbally serves to
convey how we feel and how we think to
others. It is also the basis of how we relate
with others, using language as its medium.
 Introduction
• Communication is giving , receiving or
exchanging ideas, data, information, signals or
messages through the appropriate media,
enabling individuals or groups to persuade, to
seek information, to give information or to
express emotions.
• Communication is usually a two- way process.
 Elements of Communication
• Elements of communication are the basic tools
of communication that are essential for the
communication process.
• Communication elements are initiated and
regulated the process of communication in the
transmission and reception of information.
• So, a communication process, then must include
elements of communication that are both
essential and interconnected.
 Elements of Communication
• Eight major components (elements) of
communication process are- Context, Sender,
Encoding Communication channel, Decoding,
Receiver, Response, and Feedback.
• These tools or components are necessary to
optimize communication between sender and
receiver.
• The terms communication elements or
components of communication are often used
interchangeably.
 Types of Communication
• The people communicate with each other in a
number of ways that depend upon the
message and its context in which it is being
sent.
• Choice of communication channel and your
style of communicating also affects
communication.
• So, there are variety of types of
communication.
 Types of Communication
• Communication may be-
• Verbal or non verbal communication
• Formal or Informal
• Face to face or Face-off
• Oral or Written
• Digital communication
• Visual Communication
• Telephonic communication
• Symbolic Communication etc.
Types of Communication
Based on Based on
Communication Communication
Channels Style and Purpose

Verbal Formal

Non-
Informal
Verbal
 Verbal Communication
• Transfer of information by using language
(verbally)
• Verbal communication are two types:
• Oral communication
• Written communication
 Oral Communication
• Oral communication is a process of expressing
information or ideas by word of mouth
(spoken words).
• It includes face-to-face conversations, speech,
telephonic conversation, video, radio,
television, voice over the internet etc.
• In oral communication, communication is
influence by pitch, volume, speed and clarity
of speaking.
 Oral Communication
• Merits • Demerits
• Economical • Less reliable
• Less time consuming • Mechanical device needed
• Immediate feedback for long distance
• Not suitable for lengthy
• Opportunity to message
clarification • No record
• Personal touch • No legal validity
• Communication with • Chance of
large public misunderstanding
• Flexible • Influenced by self-interest
 Written Communication
• In written communication, written signs or
symbols are used to communicate. A written
message may be printed or hand written.
• In written communication message can be
transmitted via email, letter, report, memo etc.
• Message, in written communication, is influenced
by the vocabulary & grammar used, writing style,
precision and clarity of the language used.
 Written Communication
• Merits • Demerits
• Permanent record • Time consuming
• Accurate & precise • Expensive
• Legal document • Quick clarification not
possible
• Wider access
• Difficulty to maintain
• To assign responsibility secrecy
• Composing in advance • Difference in
• Referred to again & interpretation
again • Useless for illiterate
person
• Mechanical efficiency
• Delay in response
• Lengthy message
 Non-Verbal Communication
• Non-verbal communication is a process of
communication through sending or receiving of
wordless message or without the use of spoken
language.
• It is the most basic form of communication,
includes all the clues, gesture, body language,
body posture, facial expressions, signs and
symbols that enable people to communicate
without words.
• Non verbal clues helps receiver in interpreting the
message received.
Characteristics of Non verbal communication
• Non verbal methods are visual or auditory
• More reliable because words are easy to control
but body language, facial expression are not.
• Verbal and non verbal clues co-exist.
• Body postures, gestures and dress suggestive of
social status and education level
• Non verbal clues carry cultural biases
• It is necessary to interpret non verbal clues in
relation to their context. Ex- facial expression,
gesture, eye contact etc.
 Advantages of Non verbal communication
• Non verbal communication makes conversation short
and brief.
• You can save on time and use it as a tool to
communicate with people who don’t understand your
language.
• Makes verbal communication more effective
• More effective in expression of feelings and emotions.
• You can communication with someone who is hard of
hearing or deaf.
• You can communication at place where you are
suppose to maintain silence.
• To maintain secrecy
 Limitations of Non verbal communication

• Expression contradiction with verbal

statement
• Ambiguity (confusion in interpretation)
• Cultural- bound
• Lack of explanation of message
• Problem relating to preserving information
• Lack of formality
 Types of Non verbal communication
• Sign language (movement of hand or arms)
• Kinesics or Body language
• Proxemics (use of space)
• Chronemics (use of time)
• Hepatics (via touch)
• Vocalics (use of voice)
 Sign language
• Sign language is movements of your hands
and arms used to communicate.
• There are several official systems of sign
language used for communication. Ex- sign
language for deaf people
• Movements are also invented by people when
they want to communicate with someone who
does not speak the same language.
 Types of Sign Language
• Sign language for the
deaf
• Sign language for the
blind
• Sign language for
children and babies
• Sign language for adult
for special need
• Sign language for
communicate with
animals etc.
 Kinesics or Body language
• Body language, technically known as kinesics,
is very essential in communication.
• Human body and its various parts play an
important role in communication.
• The study of message conveyed by body
movements is known as body language or
kinesics.
 Kinesics or Body language
• Body Language Includes:
• Facial expression
• Gesture
• Eye contact
• Posture or body movement
• Facial expression: Face has been called the mirror
of the mind because what ever a person feels
deep inside its reflected on his face.
• All part of the face i.e. the lines of the forehead,
the eyebrows, the muscles of cheeks, lips all speak
louder than words.
• Gesture: A gesture is a form of non-verbal
communication in which visible bodily actions
communicate particular messages (an idea or
feeling), either in place of, or in conjunction
with, speech.
• Gestures include movement of
the hands, face, or other parts of the body.
• Gestures allow individuals to communicate a
variety of feelings and thoughts.
• Ex- Thumbs Up and Thumbs Down are
common gestures of approval or disapproval
• Eye contact: Eye contact is powerful tool of
communication.
• Eye contact and facial expressions provide
important social and emotional information.
• Making eye contact helps both people focus
on the conversation and read facial
expressions.
• This can improve understanding. And
improving understanding can significantly
improve communication between two people.
• Posture or body movement: Posture is the
way we stand or sit during communication.
• A good posture makes a person look strong
and free and therefore helps the person to
radiate with an attitude of confidence.
• Body Movement is the voluntary or
involuntary movement of parts of the body
such as hands, feet, legs, and shoulders, which
may either reinforce or contradicts what is
communicated verbally.
 Proxemics (use of space)
• Proxemics is the study of how humans use of
space when communicating.
• Proxemics in communication involves the
distance between ourselves and others when
having a conversation, delivering a speech or a
lecture, or sharing an intimate moment.
• The amount of space we leave between the
other person and ourselves can signal our
level of trust or relationship with that person.
 Chronemics (use of time)
• Chronemics is the study of how time is used
while communication with other’s.
• Time perceptions include punctuality,
willingness to wait, and interactions.
• The use of time can affect lifestyles, daily
agendas, speed of speech, movements, and
how long people are willing to listen.
 Hepatics (via touch)
• Haptic communication is a branch of nonverbal
communication that refers to the ways in which
people and animals communicate and interact via
the sense of touch.
• Touch is the most sophisticated and intimate of
the five senses.
• Communicating through non-verbal haptics
involves handshake, pat, slap, hug, massage, hit
etc. Each touch communicates a unique message
like fear, disgust, love, encouragement, gratitude,
sympathy, anger, pain, violence etc.
 Vocalics (use of voice)
• Vocal characteristics we use to communicate nonverbal
messages are called vocalics or paralanguage (with-
language).
• Vocalics involves verbal and nonverbal aspects of speech
that influence meaning, including rate, pitch, tone, volume,
intensity, pausing, and even silence.
• Tone and intonation can have a determining effect on the
message conveyed.
• The volume, fluency, or rhythm of speech can transmit to
the listener information such as degree of confidence,
nervousness, or even perceived trustworthiness of the
speaker.
• The voice qualities of a speaker can be as important in
conveying a message.
 Formal Communication
• In formal communication, certain rules,
conversations and principles are followed while
communicating message.
• Formal communication occur in formal and
official style. Usually in professional settings,
cooperate meetings, conferences undergoes in
formal pattern.
• In formal communication use of appropriate
language, wordings and pronunciation is
required.
 Informal Communication
• The Informal Communication is the casual and
unofficial form of communication where in the
information is exchanged spontaneously between
two or more persons without conforming the
prescribed official rules, processes, system,
formalities and chain of command.
• The informal communications are based on the
personal or informal relations such as friends,
peers, family, club members, etc. and thus is free
from the organizational conventional rules and
other formalities.
 Face to Face Communication
• Face to face communication, where sender and
receiver are physically present in front of each
other or in direct contact with one another.
• It allows for a better exchange of information
since both speaker and listener are able to see
and interpret body language and facial
expressions.
• Face to face communication is both verbal or non
verbal
• Types of face to face communication: interviews,
meetings, conferences, seminars,
workshops, class-room lectures etc.
Advantages of Face to Face Communication
• Face to face communication is effective as it
includes facial expression also.
• It gives instant feedback from the receiver. Doubts
and misunderstandings are cleared on the spot.
• It is simple, formal or informal
• Confidential
• It is very helpful to handle delicate situations like-
strikes by employees etc.
• It is used to a good advantage in job interviews,
and also for on job training.
 Disadvantages of Face to Face
Communication
• May not be suitable for people who are
nervous or poor communicators.
• Unsuitable for large audiences.
• Unsuitable for large organizations.
• Not accountable.
• Low legal and less written documentation
• Poor retention by listener.
• Effective face to face communication
includes:
• Tone of voice
• Body language
Face to face communication

Words
Tone of Voice
Body Language
 Tone of Voice
• Tone of voice refers to the way in which a
person uses their voice to express themselves,
including factors such as pitch, volume, pace,
and intonation.
• In face-to-face communication, tone of voice
plays an important role in clarifies and
conveying meaning and emotion.
• Tone is a reflection of attitude.
• Here are some ways in which tone of voice can
affect communication:
• Emotion: Tone of voice can convey a wide range of
emotions, such as happiness, anger, sadness, or
excitement. For example, a cheerful and upbeat tone
of voice can convey enthusiasm and positivity, while
a harsh and critical tone of voice can convey anger or
disapproval.
• Meaning: Tone of voice can also affect the meaning
of words and phrases. For example, saying “That’s
great” in a sarcastic tone of voice can convey the
opposite meaning, while saying it in an enthusiastic
tone of voice can convey genuine positivity.
• Clarity: Tone of voice can also affect how clearly a
message is understood. Speaking too quickly or
too quietly can make it difficult for the listener to
hear and understand the message, while
speaking too slowly or too loudly can be
distracting or overwhelming.
• Personality: Tone of voice can also reveal
information about a person’s personality, such as
their confidence, assertiveness, or nervousness.
• To improve tone of voice in communication,
individuals can practice speaking clearly, at an
appropriate volume and pace, and with a tone
that matches the intended emotion or meaning.
 Body Language
• Body language plays an essential role in face to
face communication.
• Body language comprises of the gestures and
movements we make of the different parts of our
body when communicating with people.
• Body language often has great impact in
transmitting messages to the listener.
• Sometimes it can send signals stronger than
words.
• Here are some examples of how body language can
affect communication:
• Facial expressions: Facial expressions can provide
valuable information about a person’s emotional
state, such as whether they are happy, sad, angry, or
frustrated. A smile can indicate friendliness and
openness, while a frown can signal disapproval or
disagreement.
• Eye contact: Eye contact is an important aspect of
communication, as it can convey interest,
attentiveness, and sincerity. Maintaining eye contact
with the person you are communicating with can
show that you are engaged and listening.
• Posture: Posture can also communicate
important messages about a person’s attitude
and confidence level. Standing or sitting up
straight can convey confidence and assertiveness,
while slouching or hunching over can indicate
boredom or disinterest.
• Gestures: Hand gestures can provide emphasis
and clarity to spoken words, but they can also
convey additional meanings. For example,
pointing a finger can be seen as aggressiveness
while open palms can signal honesty and
openness.
• Proximity: The distance between communicators
can also convey important information. Standing
too close can be seen as aggressive or intrusive,
while standing too far away can indicate
disinterest or a lack of engagement.
• By paying attention to body language, individuals
can improve their communication skills and
ensure that their messages are being received as
intended.
 Face to Face Communication: Verbal
communication
• Face to face communication involves two or
more individuals communicating directly with
each other in person.
• Verbal communication is one of the most
important aspects of face to face
communication, and refers to the use of
spoken words to convey a message.
• Here are some key aspects of verbal
communication in face to face communication:
• Tone of voice: The tone of voice used when
speaking can convey emotions and attitudes that
may not be expressed through the words alone.
For example, a speaker may use a harsh tone of
voice to convey anger or frustration, or a softer
tone of voice to convey sympathy or concern.
• Language: The language used when speaking can
affect the clarity and understanding of the
message. Using simple and clear language can
make it easier for the listener to understand the
message, while using complex language can make
it more difficult.
• Listening skills: Listening skills are an
important aspect of verbal communication.
The listener should give their full attention to
the speaker, ask clarifying questions when
necessary, and provide feedback to indicate
that they have understood the message.
• Nonverbal cues: Nonverbal cues such as facial
expressions, body language, and eye contact
can also affect verbal communication. These
cues can provide additional context and
convey emotions that may not be expressed
through the words alone.
• Feedback: Feedback is an important aspect of
verbal communication, as it allows the speaker to
gauge whether their message has been
understood. The listener can provide feedback by
summarizing the message or asking questions to
clarify any points that were unclear.
• By paying attention to these key aspects of verbal
communication in face to face communication,
individuals can improve their communication
skills and ensure that their messages are
effectively conveyed to their intended audience.
Face to Face Communication: Physical
Communication
• Face-to-face communication involves direct
interaction between two or more people,
typically in a physical setting.
• Physical communication is a key component of
face-to-face communication, as it involves the
use of nonverbal cues and body language to
convey meaning and enhance the message
being communicated.
• Some key aspects of physical communication in
face-to-face communication include:
• Body language: Body language refers to the
gestures, facial expressions, and posture used by
a person to communicate nonverbally. For
example, a smile can indicate happiness or
friendliness, while crossed arms may indicate
defensiveness or discomfort.
• Eye contact: Eye contact is a powerful form of
nonverbal communication, as it can convey
interest, attention, and respect. Maintaining eye
contact can help to build trust and rapport with
the other person.
• Tone of voice: Tone of voice refers to the way
in which a person speaks, including their pitch,
volume, and inflection. Tone of voice can
convey emotions such as anger, excitement, or
sadness, and can influence how the message
is received.
• Proximity: Proximity refers to the physical
distance between individuals during
communication. The appropriate level of
proximity can depend on cultural norms and
the nature of the relationship between the
individuals.
• Touch: Touch can also be a form of physical
communication in face-to-face interactions.
Appropriate touch can convey warmth and
connection, while inappropriate touch can be
a form of harassment or aggression.
• By paying attention to these aspects of
physical communication, individuals can
enhance their face-to-face communication
skills and ensure that their messages are
effectively conveyed to their intended
audience.