MEDIA AND TYPES OF COMMUNICATIONMEDIA AND TYPES OF COMMUNICATION

There are various media available to send and receive There are various media available to send and receive information.information.

Selection of the media depends on:Selection of the media depends on:

1. Content of message1. Content of message

2. Type of audience2. Type of audience

3. Number of audience3. Number of audience

4. Organizational hierarchy4. Organizational hierarchy

1.WRITTEN COMMUNICATION1.WRITTEN COMMUNICATION

Everything that is written and transmitted falls Everything that is written and transmitted falls under the category of written communication e.g. under the category of written communication e.g. letters, memos, circulars, manuals etc .letters, memos, circulars, manuals etc .

Characteristics of written communicationCharacteristics of written communication

Requires a lot of imagination and effort.Requires a lot of imagination and effort.

Creative activityCreative activity

Time consumingTime consuming

Plan out the messagePlan out the message

Written feedbackWritten feedback

Fewer cycles of communicationFewer cycles of communication

Advantages of written communicationAdvantages of written communication

Wide accessWide access

PrecisionPrecision

RepetitionRepetition

Mechanical efficiencyMechanical efficiency

Aids controlAids control

Permanent recordPermanent record

Legal EvidenceLegal Evidence

Lengthy messageLengthy message

Fixed responsibilityFixed responsibility

ConvenienceConvenience

LimitationsLimitations

Time consumingTime consuming

CostlyCostly

Lack of secrecyLack of secrecy

RigidityRigidity

ImpersonalImpersonal

Delayed feedbackDelayed feedback

2. Oral communication2. Oral communication

Oral communication is spoken communication, can be Oral communication is spoken communication, can be face to face , telephonic, public speaking etc.face to face , telephonic, public speaking etc.

Advantages of Oral CommunicationAdvantages of Oral Communication1.1. Immediate feedbackImmediate feedback2.2. Time savingTime saving3.3. EconomicalEconomical4.4. Personal touchPersonal touch5.5. FlexibilityFlexibility6.6. SecrecySecrecy7.7. Group communicationGroup communication

Limitation if Oral CommunicationLimitation if Oral Communication

1.1. Poor retentionPoor retention

2.2. No recordNo record

3.3. Time ConsumingTime Consuming

4.4. MisunderstandingMisunderstanding

5.5. Cannot communicate lengthy messagesCannot communicate lengthy messages

6.6. Lack of responsibilityLack of responsibility

7.7. ImpreciseImprecise

How to make Oral Communication effective?How to make Oral Communication effective?

ClarityClarity

BrevityBrevity

PrecisionPrecision

Right wordsRight words

Avoid clichésAvoid clichés

Understand the listenerUnderstand the listener

Natural voiceNatural voice

Logical sequenceLogical sequence

ConvictionConviction

ComparisonComparison

OralOral

1. 1. With personal touchWith personal touch

2.Fast2.Fast

3. Flexibility High3. Flexibility High

4. No record4. No record

5. Cost Low5. Cost Low

6.Gestures can be used6.Gestures can be used

7.Immediate7.Immediate

8. For short and simple 8. For short and simple messagemessage

WrittenWritten

1. Without personal touch1. Without personal touch

2. Slow2. Slow

3. Flexibility Low3. Flexibility Low

4.Permanent4.Permanent

5. Cost High5. Cost High

6. Gestures cannot be 6. Gestures cannot be usedused

7. Feedback delayed7. Feedback delayed

8. For Lengthy messages8. For Lengthy messages

Nonverbal communication includes all unwritten and unspoken messages, both intentional and unintentional.

3. 3. NON VERBAL COMMUNICATIONNON VERBAL COMMUNICATION

IMPORTANCE OF NON-VERBAL IMPORTANCE OF NON-VERBAL COMMUNICATIONCOMMUNICATION

7 % of communication happens through 7 % of communication happens through wordswords93% of communication happens through 93% of communication happens through non-verbal cues of which:non-verbal cues of which:

55% through facial expressions55% through facial expressions 38% through vocal tones etc.38% through vocal tones etc.

““Action speak louder than words”Action speak louder than words”

““Words can deceive but body cannot”Words can deceive but body cannot”

Non verbal communication is passing on your intended or Non verbal communication is passing on your intended or unintended message through body language, gestures, unintended message through body language, gestures, facial expression, vocal characteristics, etcfacial expression, vocal characteristics, etc

Interesting facts about non verbal communication:Interesting facts about non verbal communication:

Dance of honeybeeDance of honeybee

Use of pyrotechnical communication by squidsUse of pyrotechnical communication by squids

Different cultures have different understandingDifferent cultures have different understanding

““He who has an ear to hear and eye to see can tell He who has an ear to hear and eye to see can tell that no mortal can keep a secret. If his lips are that no mortal can keep a secret. If his lips are silent he chatters with his fingers, betrayal oozes silent he chatters with his fingers, betrayal oozes out of him at every pore.” out of him at every pore.”

Non verbal communication is important for managers:Non verbal communication is important for managers:

1.To function effectively as a team leader1.To function effectively as a team leader2. To understand the attitude and feelings of the team 2. To understand the attitude and feelings of the team members that they communicate through nonverbal members that they communicate through nonverbal

communicationcommunication

Characteristic of non verbal communicationCharacteristic of non verbal communicationDetects deception or affirms honestyDetects deception or affirms honestyCan also be given unintentionallyCan also be given unintentionallyCan also be registered unintentionallyCan also be registered unintentionallyLearned and practiced unconsciouslyLearned and practiced unconsciouslyCan build or ruin relationshipsCan build or ruin relationshipsInterpreted according to the culture and background Interpreted according to the culture and background of the receiverof the receiverUnorganizedUnorganized

Why do we use non verbal communication?Why do we use non verbal communication?

Words have limitationsWords have limitations

Non verbal signals are powerfulNon verbal signals are powerful

Non verbal signals are likely to be more genuineNon verbal signals are likely to be more genuine

Non verbal signals express feelings.Non verbal signals express feelings.

Functions of Nonverbal Functions of Nonverbal CommunicationCommunication

• To complement and illustrateTo complement and illustrate

• To reinforce and accentuateTo reinforce and accentuate• It is the separate communication channel It is the separate communication channel

to send complex messagesto send complex messages• To replace and substituteTo replace and substitute• To control and regulateTo control and regulate• To contradictTo contradict

CATEGORIES OF NONVERBAL COMMUNICATIONCATEGORIES OF NONVERBAL COMMUNICATION

Physical Physical : This is personnel communication and includes : This is personnel communication and includes facial expression, tone of voice, sense of touch etcfacial expression, tone of voice, sense of touch etc

AestheticAesthetic : Communication through creative expression, : Communication through creative expression, playing instruments, dancing etc playing instruments, dancing etc

SignsSigns : This is mechanical communication includes flags, : This is mechanical communication includes flags, gun salutes, sirens, horns etcgun salutes, sirens, horns etc

SymbolicSymbolic: Religious or status building symbols: Religious or status building symbols

Para languagePara language: Voice, speaking speed, pitch, volume, : Voice, speaking speed, pitch, volume, pause, fluency, word stresspause, fluency, word stress

Forms of Nonverbal Forms of Nonverbal CommunicationCommunication

• Eye contactEye contact

• Facial expressionFacial expression

• Posture and gesturesPosture and gestures

• Appearance of peopleAppearance of people

Forms of Nonverbal Forms of Nonverbal CommunicationCommunication

• TimeTime

• SpaceSpace

• TerritoryTerritory

• Appearance of documentsAppearance of documents

How can these nonverbal forms be used to send positive messages?

BODY LANGUAGEBODY LANGUAGE

It has no words or sentences, but it does send It has no words or sentences, but it does send bits of information that combine into messages.bits of information that combine into messages.

Those messages, which are sometimes clear Those messages, which are sometimes clear and sometimes fuzzy, are mostly about your and sometimes fuzzy, are mostly about your feelings.feelings.

People can learn to read those messages with a People can learn to read those messages with a fair degree of accuracy.fair degree of accuracy.

You cannot You cannot not not have body language- you are sending have body language- you are sending messages nonverbally all the time. Especially when you messages nonverbally all the time. Especially when you are trying not to!are trying not to!

Your preferred body positions and movements do say Your preferred body positions and movements do say something about the kind of person you are.something about the kind of person you are.

If your words say one thing and your body another then If your words say one thing and your body another then people will believe your body, not your words.people will believe your body, not your words.

You can change how you’re feeling by consciously You can change how you’re feeling by consciously changing your body language.changing your body language.

BODY LANGUAGE

Types of non verbal communication:Types of non verbal communication:

1.1. Distance or PROXIMIESDistance or PROXIMIES Horizontal DistanceHorizontal Distance

a) Intimate distance: Actual touching to 18’.a) Intimate distance: Actual touching to 18’.

b) Personal Distance: From 18’ to four feet.b) Personal Distance: From 18’ to four feet.

c) Social Distance: Four feet to twelve feetc) Social Distance: Four feet to twelve feet

d) Public Distance; Beyond twelve feet d) Public Distance; Beyond twelve feet

e) Fixed and semi fixed space e) Fixed and semi fixed space

Vertical DistanceVertical Distance

Shows degree of dominanceShows degree of dominance

Body language - figureBody language - figure

FigureFigure includes: includes:– Your postureYour posture– Your demeanor and gesturesYour demeanor and gestures– Your clothes and accessories such as Your clothes and accessories such as

jewelleryjewellery

What message are you sending if you are dressed What message are you sending if you are dressed casually at an important meeting?casually at an important meeting?

2. Postures: 2. Postures: Postures delegate degree of Postures delegate degree of

formality and relaxation.formality and relaxation.

Used to indicate Used to indicate attentiveness, learning, attentiveness, learning, dullness etcdullness etc

focusfocus

The Focus is your eye contact with othersThe Focus is your eye contact with othersThe perception of eye contact differs by culture. For most Americans…The perception of eye contact differs by culture. For most Americans…– Staring makes other people uncomfortableStaring makes other people uncomfortable– Lack of eye contact can make you appear weak or not trustworthyLack of eye contact can make you appear weak or not trustworthy– Glasses may interfere or enhance eye contactGlasses may interfere or enhance eye contact

What message are you sending if you are looking at other things and What message are you sending if you are looking at other things and people in a room when someone is speaking to you?people in a room when someone is speaking to you?

What message are you sending if you are looking at other things and What message are you sending if you are looking at other things and people in a room when someone is speaking to you?people in a room when someone is speaking to you?

Body language - faceBody language - face

FaceFace includes: includes:– Your expressionsYour expressions– Your smile or lack thereofYour smile or lack thereof– Tilt of the head; e.g., if your head is tilted Tilt of the head; e.g., if your head is tilted

to one side, it usually indicates you are to one side, it usually indicates you are interested in what someone is sayinginterested in what someone is saying

What message are you sending if someone is What message are you sending if someone is presenting a new idea and you are frowning?presenting a new idea and you are frowning?

3. Facial Expression3. Facial Expression

“ “A PICTURE IS WORTH A THOUSAND WORDS” A PICTURE IS WORTH A THOUSAND WORDS” well describes the meaning of facial expression.well describes the meaning of facial expression.

It can be voluntary and involuntary like smile, frown, It can be voluntary and involuntary like smile, frown, raised eyebrow etc.raised eyebrow etc.

4. Gestures4. Gestures Gestures are most frequently used and the least Gestures are most frequently used and the least

understood type of non verbal communication.understood type of non verbal communication.

They function tom confirm, contradict, or replace verbal They function tom confirm, contradict, or replace verbal message.message.

Open GesturesOpen Gestures1 Open hands1 Open hands

2 palms up2 palms up

3 Smile3 Smile

4. Leaning forward4. Leaning forward

5 Hands away from face5 Hands away from face

6 Standing straight6 Standing straight

7 Feet apart7 Feet apart

8 Shoulders square8 Shoulders square

9 Touching Patting9 Touching Patting

10 Rubbing palms 10 Rubbing palms

11. Affirmative head nods11. Affirmative head nods

12 Seating arrangements with no 12 Seating arrangements with no barriersbarriers

Closed GesturesClosed Gestures Hands covering mouthHands covering mouth

Making fistsMaking fists

Glancing at exitGlancing at exit

FrownFrown

Leaning backLeaning back

Rigid Rigid

Looking at floor Looking at floor

Moving awayMoving away

Legs crossed Legs crossed

FidgetingFidgeting

Head loweredHead lowered

Lack of eye contactLack of eye contact

5. Eye Contact5. Eye ContactEyes are the most expressive feature of the face.Eyes are the most expressive feature of the face.

Ocular dialect needs no dictionary, and is understood all Ocular dialect needs no dictionary, and is understood all over the world.over the world.

6. Tactile Communication Communication through touch.

Don’t invade personal space until reciprocal.

Includes handshake, pressure, temperature, etc

PARALANGUAGEPARALANGUAGE

Cues one can pick up from an individual’s Cues one can pick up from an individual’s voice:voice:

ToneTone

Rate of speechRate of speech

Accent Accent

PronunciationPronunciation

Not WHAT you say but HOW you say it!!Not WHAT you say but HOW you say it!!

7. Paralanguage7. Paralanguage : : There are various paralanguages like:There are various paralanguages like:

a)a) VoiceVoice

b) Speaking speed

c) Pitch variation

d) Volume variation

e) Pauses

f) Non-fluencies

g) Word stress

Advantages of paralanguage:Advantages of paralanguage:1.1. Completes oral communicationCompletes oral communication

2.2. Shows educational background Shows educational background

3.3. Indicates hierarchal structureIndicates hierarchal structure

4.4. Helps in communicationHelps in communication

5.5. Paralanguage continuously upgradedParalanguage continuously upgraded

LimitationsLimitations of Paralanguage of Paralanguage

1.1. Just like a language and not a languageJust like a language and not a language

2.2. Speaker should be open mindedSpeaker should be open minded

Body language - toneBody language - tone

ToneTone is a factor of your voice is a factor of your voice– Pitch is the highness or lowness of voicePitch is the highness or lowness of voice– Volume is how loud your voice isVolume is how loud your voice is– Emphasis is your inflection Emphasis is your inflection

What message are you sending if during a What message are you sending if during a disagreement you start speaking very loudly?disagreement you start speaking very loudly?

8. Dress8. Dress::

A dress is a desire to confirm, self esteem, A dress is a desire to confirm, self esteem, aesthetic satisfaction. aesthetic satisfaction.

It adds to prestige value, physical comfort, social It adds to prestige value, physical comfort, social participation and economical status.participation and economical status.

9. Surrounding and Time9. Surrounding and Time It refers to the physical environment we are living in.

It comprises of color and layout of your environment.

Everything conveys meaning.

A tastefully done space creates good energy and impression.

Body language - timeBody language - time

TimeTime focuses on how you use time. It focuses on how you use time. It is also called chronemics.is also called chronemics.– Pace is how quickly you speakPace is how quickly you speak– Response is how quickly you moveResponse is how quickly you move– Punctuality is your timelinessPunctuality is your timeliness

What message are you sending if you are What message are you sending if you are consistently late for meetings?consistently late for meetings?

Tips for improved nonverbal communicationTips for improved nonverbal communication

ComfortComfort

Relaxed as well as attentiveRelaxed as well as attentive

Eye contactEye contact

Nod of approvalNod of approval

Smooth and unobtrusive gesturesSmooth and unobtrusive gestures

Tame the rate of speechTame the rate of speech

Audible voiceAudible voice

Body languageBody language

SmileSmile

AlertAlert

““With all the means and methods of With all the means and methods of

communication (verbal and non verbal, internal-communication (verbal and non verbal, internal-

external, etc) at our disposal why is it that most of external, etc) at our disposal why is it that most of

the time we misunderstand each other.”the time we misunderstand each other.”