MODULE 2 – “Types of Communication”

Context - is the “circumstance” or environment in which communication takes place.

Circumstance may include:

- Physical or actual setting
- The value positions of a speaker/listener
- Relevance or appropriateness of the message conveyed

Different contexts can impact one’s communication. Each communication type is governed by a
particular circumstance. Thus, it is essential to pay attention to the interplay of factors
surrounding the context of communication which may be physical, cultural, social, and
psychological in nature. Communication may then be classified according to:

(1) Communication mode,

(2) Context

(3) Purpose and style

TYPES OF COMMUNICATION ACCORDING TO “MODE”

1. Verbal-Non Verbal Communication

Effective communication calls for the blending of this two types. One cannot be
separated from the other.

a) Verbal Communication - This is the aspect that makes use of words. It may be oral
or written, formal or informal.
- Verbal communication allows individuals to exchange ideas, opinions, values, and
suggestions, and creates an atmosphere where an individual can connect with
another.
- Verbal communication may take place face-to-face or through some media such as
the telephone.
- Since words are man’s primary symbols, verbal communication creates a condition
where transferring information becomes very clear.
b) Non-Verbal Communication - This aspect does not make use of words but may
enhance or change the linguistic code.
- People communicate a lot verbally through intonation and stress, gross bodily
movements such as gestures and facial expressions, material things such as hair style
and jewelry, and touching, kissing and hugging.
 - Nonverbal elements give deeper meaning and intention to words.
- Nonverbal signals can give clues and additional information and meaning over and
above verbal communication.
- Nonverbal signals are more vulnerable to misunderstanding.

It includes the following elements:

1. Non-Linguistic Elements - These are the devices used in conveying messages without
entirely relying on speech or language. These non-speech elements fall under seven
categories.

 Kinetics - language of the body.

 Proxemics - language of space.
 Chronemics - language of time.
 Haptics - language of touch.
 Olfactics - language of smell.
 Artefactual - language of objects.
 Physical appearance - language of looks.

2. Paralinguistic Elements - These include the following attributes of voice that

accompany the words we say.

 Vocal quality refers to the pleasant or unpleasant a person’s voice sounds.

 Pitch is the highness or lowness of the tone.
 Tempo refers to how fast or slow one speaks.
 Volume points to the force of the voice or how loud or soft it goes.
 Junctures are the pauses or breaks applied between thought units or at the end of
utterances
Combining Verbal and Nonverbal Cues

Both verbal and nonverbal communications are part of the complete interactive process and in
practice is inseparable. A combination of verbal and non-verbal signals is a good style to
effectively convey information, thoughts, and feelings.

Causes of Misunderstandings in Communication

The book Business Communication identified and explained the major barriers to effective
communication.

1) Problems in developing the message

a. Indecision about the message content. This is due to the fact that the sender has
too much information on the subject, which gives rise to difficulty in choosing what
to include and what to exclude. When the message has too much of information
then the receiver can get confused.
b. Lack of familiarity with the situation of the receiver. The sender should get all
the necessary information and find out to whom the message is to be sent. This
would enable the sender to state the message in a language that is appropriate to the
situation and clearly received by the receiver.
c. Emotional conflicts. There are times when the message has to be delivered that
would cause emotional disturbance to the receiver. In such case, without being
defensive, the sender should state the message in a manner that would avoid
emotional conflict.
d. Difficulty in expressing ideas. This is due to the lack of experience in writing or
speaking that the sender may have and cause difficulty in expressing his/her ideas.
One must possess sufficient knowledge of language to express using appropriate
words.

2) Problems in transmitting the message

a. When speaking, the sender may find that the acoustics in the place is poor or
there may be no proper facilities for the audience to hear the speaker.
b. There are written messages that are difficult to understand because of illegibility
due to poor printing quality.
c. When more than one message is sent on the same subject, there is a good
possibility of contradictions. In such a case, the receiver is uncertain and
interpretation may be confused.
d. When there are too many links in the communication line, there can be distortion
of message. For instance, when a message has to pass through many people then
 there is a possibility of each person interpreting the message in their own. By the
time the message gets to the actual receiver, the message would have undergone
change that would be far from the intended meaning.

3) Problems in receiving the message

a. Physical distraction. The receiver may have physical impairment (difficulty of

hearing, poor eyesight) that could cause hindrance in understanding the message.
b. Lack of concentration. The receiver may not have enough capacity to
concentrate and may get his/her mind wander off the message- I.e., sometimes we
are thinking of some other issue when a person is telling us something else. This is
a big hindrance in communication process.

4) Problems in understanding the message

a. Different cultural background, such as education, social status, economic

position, etc. That could become a hindrance in the process of understanding the
message.

b. Different interpretation of words. This happens when the receiver is not familiar
with a particular language, the receiver may not be computer literate and hence may
not understand the computer language that the sender is using.

c. Different emotional reaction. The message consists of both the content meaning
and the relationship meaning. The message may be clear, but the manner in which it
is expressed or worded may not be acceptable to the receiver. When the message is
not acceptable, then it may give rise to negative feelings and the communication
can breakdown and not receive proper response.

2. VISUAL COMMUNICATION - the type of communication that uses visuals to convey

information and/or messages.

Examples: signs, symbols, imagery, maps, graphs, charts, diagrams, pictograms, photos,
drawings or illustrations, and various forms of electronic communication such as emoticons,
animation, etc.
TYPES OF COMMUNICATION ACCORDING TO “CONTEXT”

Context in communication is referred to as a composite of people interacting with each other.

1. INTRAPERSONAL COMMUNICATION - talking to oneself. Some label it as self or

inner talk, inner monologue, or inner dialogue. Psychologists call it with other names
such as self- verbalization or self-statement.
2. INTERPERSONAL COMMUNICATION- is an exchange of information between two
or more people. A communication situation is interpersonal if it is meant to establish or
deepen one’s relationship with others. However, if its objective is to achieve something at
the end of the conversation, it becomes transactional.
3. EXTENDED COMMUNICATION- It involves the use of electronic media. Unlike
before when it only called for the use of television and radio, the description of extended
communication may be expanded as to include tele, audio, or phone conferencing; video
conferencing; Skype calls, and other technological means.
4. ORGANIZATIONAL COMMUNICATION- This focuses on the role that
communication plays in organizational contexts. For an organization to be successful, a
system of communication should be put in place. A set of rules or standards for
communication protocol should be made clear so that interaction patterns are established.

Two Types of Organizational Structure:

1. Formal - allows communication to take place via designated channels of message

flow between positions in the organization.

Approaches to Formal Communication:

1. Downward- it is the type that flows from upper to lower position

2. Upward- message transmission is bottom-up
3. Horizontal- is lateral in approach as it takes place among people belonging to
the same level but coming from different departments or units to facilitate
performance of tasks through proper coordination.

2. Informal - Comes from unofficial channels of message flow. Also known as

“grapevine”, messages coming from the different levels of the organization are
transmitted. This occurs due to the dissatisfaction of some employees accompanied
by uncertainty.

5. INTERCULTURAL COMMUNICATION- It is communication between and among

people having different linguistic, religious, ethnic, social, and professional backgrounds.
TYPES OF COMMUNICATION ACCORDING TO “PURPOSE AND STYLE”

1. Formal Communication- employs formal language delivered orally or in written form.

Lectures, public talks/speeches, research and project proposals, reports and business
letters. Its purpose is to inform, to entertain, and to persuade.
2. Informal Communication- involves personal and ordinary conversations with friends,
family members, or acquaintances about anything under the sun. Its purpose is to
socialize and to enhance relationships.