Academic and Technical Writing

Lesson-2

Types of Communication

The types of communication are based on communication channels as well as purpose and style of communication. The major types of communication are:

 Verbal Based on Communication Channels

 Non-verbal

 Formal
Based on Purpose and Style
 Informal

1. Verbal communication

Verbal communication refers to the form of communication in which a message is transmitted verbally. Verbal communication is done by words, mouth, or a piece of

writing. It can be oral and written as well.

 The objective of every communication is to have people understand what we are trying to say

a. Oral Communication

Oral communication refers to the exchange of information, ideas, and messages through spoken words.

 It includes face-to-face conversations, speech, telephonic conversations, video, radio, television, etc.

 Oral communication is influenced by volume, speed, and clarity of speaking.

Advantages of Oral Communication: Oral communication involves many advantages. In a recent survey about communication, it is clear that more than 55% of the

executives choose this communication. The advantages of oral communication are as follows:

1. Clarity: Oral communication allows for immediate clarification and understanding, as it enables individuals to ask questions and seek clarification in real time.

2. Nonverbal cues: Unlike written communication, oral communication includes nonverbal cues such as facial expressions, gestures, and tone of voice, providing

additional context and aiding in conveying emotions and intentions.

3. Time-saving: When action is required to be taken immediately it is best to transmit a message orally. If the executive’s workload is high then they stop writing

and by oral instructions, they complete their message transmission and release their workload which saves time.
4. Cost savings: Cost is involved in any communication. When communication is needed within the organization and if it is completed orally, it does not need any

paper, pen, stamp or computer. So it saves the money of the organization.

5. More powerful: Speech is a more powerful means of persuasion and control. Therefore, executives often prefer to transmit messages orally.

6. Effectiveness: With the help of variations in the tone, pitch, and intensity of voice, the speaker can convey shades of meaning. This factor also contributes to

the effectiveness of oral communication.

7. Immediate feedback: The speaker can get immediate feedback on whether it is creating a favourable impression on the receiver or whether the receiver will

protest or whether the receiver has clearly understood his meaning or is feeling baffled (puzzle) and he can mold and adjust his message accordingly.

8. A relationship develops: Oral communication is mostly carried out to promote friendly relations between the parties communicating with each other.

9. Flexibility: By the demand of the situations, oral instructions can be changed easily and for these cases maintaining the formalities is not necessary. So it is

very much flexible and effective.

10. Informal/Less formal communication: It does not require strict formalities, making it easy and helpful for organizations.

11. Motivation: In the oral communication system, top executives and subordinate staff can sit face-to-face and exchange their views directly, so sub-ordinates are

motivated day by day.

12. Maintaining secrecy: Interested parties of oral communication can maintain the secrecy of messages easily.

13. Memorability: Oral communication tends to be more memorable due to its interactive nature, as active participation and engagement facilitate better

retention of information.

Disadvantages of oral communication

It's important to note that while oral communication has its disadvantages, it also has significant advantages in various situations. The choice of communication method

should be based on the specific context and requirements of the communication task.

1. Lack of record: Unlike written communication, oral communication does not provide a permanent record of the message, making it difficult to refer back to or

verify information at a later time.

2. Expensive: It is also an expensive medium of communication. Sometimes the audience can be managed by paying T. A and D. A. On the other hand

technological devices that are used in this system are costly.

3. Distortion: If the distortion of the word occurs in oral communication, then the main goals of the organization may be filed.

4. Misinterpretation: Oral communication can be prone to misinterpretation due to factors such as unclear pronunciation, accents, or misunderstandings of

nonverbal cues, leading to confusion or inaccurate understanding of the message.

5. Limited Use: The scope of usage of oral communication is limited. It is not suitable for lengthy messages.

6. No Legal Validity: there is no legal validity of the oral message. As the oral messages are not taped and kept records, these can be denied easily if the situation

goes against the speaker.

7. Limited Reach: Oral communication may not reach a wide audience simultaneously, especially when dealing with large groups or remote individuals. This can

result in information gaps or the need for repeated communication.

8. Inability to Review: Unlike written communication, oral messages cannot be reviewed and revised before transmission, increasing the likelihood of errors or

unintended consequences.

9. Distractions and Noise: External distractions or background noise can hinder effective oral communication, reducing concentration and comprehension for

both the speaker and the listener.

b. Written Communication

In written communication, written signs or symbols are used to communicate.

Written communication refers to the process of conveying information, ideas, or messages through written symbols, such as words, sentences, and paragraphs. It

involves the use of written language, whether in print or digital form, to communicate with others. Written communication can take various forms, including

letters, emails, memos, reports, articles, text messages, and social media posts.

Advantages of Written communication

There are some advantages of written communication. They are discussed below:

1. Clarity and precision: Written communication allows for careful thought and planning, enabling the writer to express ideas clearly and precisely. The written

format allows for revisions and edits, ensuring that the intended message is accurately conveyed.

2. Permanence: Written communication provides a permanent record of the message, allowing recipients to refer back to the information at their convenience. It

serves as a reliable source for documentation, reference, and verification.

3. Accessibility: Written communication can be accessed and read by multiple recipients simultaneously, making it an efficient way to reach a wide audience. It

overcomes the constraints of time and location, as messages can be transmitted across different time zones and delivered at the recipient's convenience.

4. Thoughtful Response: Written communication allows recipients to carefully read and analyze the message before formulating a response. It provides the

opportunity for a thoughtful and well-considered reply, fostering effective communication and minimizing misinterpretation.

5. Legal Validity and Purpose Written communication holds legal weight and is often required for formal and professional purposes. Contracts, agreements,

official reports, and documentation often rely on written communication to ensure accuracy and accountability.

6. Distribution and Dissemination: Written communication can be easily duplicated and distributed to a large number of recipients, whether in printed form or

through digital means. This makes it an efficient way to share information, instructions, announcements, or updates across a broad audience.

7. Time Management: Written communication allows individuals to manage their time effectively by prioritizing and responding to messages at their

convenience. It eliminates the need for immediate synchronous interaction, giving recipients the flexibility to read and respond at their own pace.
8. Formality and Professionalism: Written communication often follows specific formats and conventions, contributing to a sense of formality and

professionalism. It allows for structured and organized presentation of ideas, enhancing credibility and professionalism in business and academic contexts.

9. Easy to preserve: The documents are easy to preserve. Oral and non-verbal communication cannot be preserved. If it is needed, important information can be

collected from the preserved documents.

10. Use as a reference: If it is needed, written communication can be used as a future reference.

11. Delegation of authority: Written communication can help the authority delegate the power and authority to the subordinate. It is quite impossible to delegate

power without a written document.

12. Longevity: Written documents can be preserved for a long time easily. That is why; all the important issues of an organization should be black and white.

13. Less distortion possibility: In this communication system information is recorded permanently. So, there is less possibility of distortion and alteration of the

information.

14. No opportunity to misinterpret: there is no opportunity to misinterpret the information or messages of written communication.

15. Easy to verify: The information and messages that are preserved can be verified easily. If there arises any misunderstanding any party can easily verify the

information.

Disadvantages of Written Communication: The limitations and disadvantages of written communication are given below:

1. Expensive: Written communication is comparatively expensive. For this communication paper, pen, ink, typewriter, computer and a large number of

employees are needed. Additionally, it is very difficult and expensive to keep all the records in written communication.

2. Time-consuming: Written communication takes time to communicate with others. It is a time-consuming medium. It costs the valuable time of both the writer

and the reader.

3. Red-Taoism: Red-Taoism is one of the most disadvantages of written communication. It means it takes time for approval of a project.

4. Useless for an illiterate person: If the message receiver is illiterate, written communication is quite impossible. This is a major disadvantage of written

communication.

5. Lack of flexibility: Since writing documents cannot be changed easily at any time. Lack of flexibility is one of the most important limitations of written

communication.

6. Lack of immediate feedback: Unlike oral communication, written communication does not allow for immediate clarification or feedback. There can be a delay

in receiving responses or addressing questions, leading to potential misunderstandings.

7. Delay in decision making: Written communication takes much time to communicate with all the parties concerned. So the decision-maker cannot make

decisions quickly.

8. Ineffective for complex emotions or sensitive matters: Written communication may not be the most suitable medium for conveying complex emotions,

sensitive topics, or nuanced discussions. It can be challenging to accurately convey tone or express empathy solely through written words.
9. Complex words: Sometimes the writer uses complex words in writing a message. It becomes difficult to meaning out to the reader. So the objectives of the

communication may be lost.