Communication Methods

A connected team and a connected organization in today’s world is the only way we can achieve
greater things. Connections and relations are built with exchange of thoughts and information.
Communication serves as a valuable mechanism in building these connections and engagement
between people.

Communication is a very important skill and art. There are four different ways we communicate
with others. No matter what form of communication we choose, it is important to have the right
intention to connect with the other person.

1. Verbal communication

It involves the exchange of message or information by using words verbally through face to face
or telephone conversations. It is the most common type of conversation as it paves way to get
feedback right after receiving the message. It is known to be spontaneous as well. In verbal
communication, the ability to listen and think carefully before speaking is critical.

Verbal communication is when we use the spoken word to communicate with others. This can be
face to face with another person or group of people, or over the telephone or video call, for
example Skype or Zoom. Face-to-face verbal communication is usually the preferred method of
communication; however, it is not always realistic due to time constraints or the location of
people.

During the Covid-19 pandemic people have had to adapt in the way they communicate, and a lot
of verbal communication has moved online via video calls and video conferences.

Verbal communication can be informal, for example casually chatting with a friend, or it can be
a more formal process such as a work meeting, interview, conferences, lectures or oral
presentation. How effective the oral communication is will depend upon the receptiveness of the
receiver, speed, volume and pitch of the words and clarity of speech.

Non-verbal communications are also an important part in aiding verbal communication such as
visual cues and body language.
In a business sense, verbal communication can include:
 Storytelling – This helps in the construction of common meanings for people in the
organisation. It can help employees understand key values of the organisation and to
understand how things are done.
 Crucial conversations – These are high stake communications and not simply general
workplace discussions. This may be presenting a business plan or asking for a pay rise.
These types of communication involve skill, reflection and planning.
In the workplace you need strong verbal communication skills. Using speech to communicate is
an efficient way to share information with others.

2. Non-verbal communication

Non-verbal communication is sending information without the use of words. It is mostly through
one’s body language, gestures, eye-contacts, appearance, pitch and tone of one’s voice etc. one
can communicate huge amount of feelings and emotions.

These things usually provide reinforcement to verbal communication. Non-verbal

communication is not usually used on its own without verbal communication except when a
person is using sign language.

Physical non-verbal communication consists of body posture, eye contact, facial expressions,
touch, and overall movements of the body and tone of voice. All non-verbal communication
helps to convey a message to the person or people you are communicating with.

If you are wanting to make a good impression, for example in a work meeting or a job interview,
it is important to consider your non-verbal communication style. This involves being aware of
things like your movements, gestures, eye contact, and the way you stand or sit.

You should also consider whether you cross your arms as this can make you appear closed off or
angry, and fidgeting can be distracting for the person you are communicating with.
You should make good eye contact but you should avoid staring or rolling your eyes. One of the
most important aspects of non-verbal communication is facial expressions as these can be the
most useful in telling the person you are communicating with how you are feeling.

For example, a smile can make it clear that you are happy and a frown can suggest that you are
unhappy. Good non-verbal communication can determine whether you get a job offer or not.

Non-verbal communication is also about the way something is said. This consists of style of
speaking, tone, pitch and voice quality. This is known as paralanguage. Being an affective
communicator means considering tone of voice, facial expressions and body language as well as
the words you speak.

Following are a few examples of nonverbal cues that can support or detract from a sender’s
message.

Body Language

A simple rule of thumb is that simplicity, directness, and warmth conveys sincerity. Sincerity is
vital for effective communication. In some cultures, a firm handshake, given with a warm, dry
hand, is a great way to establish trust. A weak, clammy handshake might convey a lack of
trustworthiness. Gnawing one’s lip conveys uncertainty. A direct smile conveys confidence.

Eye Contact

In business, the style and duration of eye contact varies greatly across cultures. In the United
States, looking someone in the eye (for about a second) is considered a sign of trustworthiness.

Facial Expressions

The human face can produce thousands of different expressions. These expressions have been
decoded by experts as corresponding to hundreds of different emotional states (Ekman, Friesen,
& Hager, 2008). Our faces convey basic information to the outside world. Happiness is
associated with an upturned mouth and slightly closed eyes; fear with an open mouth and wide-
eyed stare. Shifty eyes and pursed lips convey a lack of trustworthiness. The impact of facial
expressions in conversation is instantaneous. Our brains may register them as “a feeling” about
someone’s character. For this reason, it is important to consider how we appear in business as
well as what we say. The muscles of our faces convey our emotions. We can send a silent
message without saying a word. A change in facial expression can change our emotional state.
Before an interview, for example, if we focus on feeling confident, our face will convey that
confidence to an interviewer. Adopting a smile (even if we’re feeling stressed) can reduce the
body’s stress levels.

Posture

The position of our body relative to a chair or other person is another powerful silent messenger
that conveys interest, aloofness, professionalism, or lack thereof. Head up, back straight (but not
rigid) implies an upright character. In interview situations, experts advise mirroring an
interviewer’s tendency to lean in and settle back in a seat. The subtle repetition of the other
person’s posture conveys that we are listening and responding.

3. Written communication

It refers to printed or recorded materials such as plans, contracts, memos, minutes of the meeting,
requirement analysis document, design documents risk registers and other related written
materials. It is used to provide well-thought and well-planned details, thus easily to be reviewed
than verbal communication because everything that has been written cannot be altered right
away. More so, it can be used for future reference.

Written communication might be a letter, email, a report, or a message on social media. Written
communication should aim to get your message across in a clear and concise manner.

Too much written information that may be repetitive or unnecessary will likely lose the
engagement of the reader and may not get your point across in the best way possible.

Written communication can be time consuming, but is extremely essential for formal scenarios
which require approvals and having legal implications as well. Emails have ushered in a
revolution in making written communication very fast and thus have become a preferred
mechanism for sharing detailed information in fraction of a second.

How effective the written communication is will depend upon the style of writing, grammar,
vocabulary, and the clarity. Written communication is useful for something requiring detailed
instructions, or when someone is too far away or they are not available for you to talk to them.

Written communication in the form of emails can be convenient in that you do not need to wait
for someone to become available or attempt to match your diaries. You can send the email and
they can read and respond when they are available to do so.

When thinking about communicating in writing, it is important to remember that in the digital
age, your piece of writing is likely to be there for people to see for a long time after you have
written it. It is therefore important to ensure that the spelling and grammar is correct and that you
are happy with the content.

In the workplace, it is important to be able to communicate in writing. This may be to colleagues,

managers or customer. Being able to communicate well in writing is important in order to do
well in a business setting.

Written communication also provides evidence for you that a conversation has taken place. This
may be because you are raising concerns about something or you may be simply requesting some
feedback or informing someone of a task you have completed.

4. Visual communication
Visual communication can take place with the help of visual aids.

This can include things like:

 Drawing.
 Graphic design.
 Illustration.
 Colour.
  Typography.
 Signs.
 Other electronic resources.
Visual communication such as graphs and charts can be useful in written communication and
sometimes can replace it completely. Visual communication can be a very powerful way of
getting a message across and can be more powerful than verbal and non-verbal communication.
Visual communication is much easier and more varied now due to the developments in
technology. This also means that visual communication can be much more creative.

Visual communication is all around us whether that be on the television, social media or
advertising campaigns. Advertisers use it to sell products or give us a certain message.

Conclusion:

Communication is an art. The above are different methods of exchanging information to

communicate. All the methods are used for specific expected outcomes and purpose of
communication.