Class 10 IT-402 Methods of Communication

Methods of Communication

Communication is a process which involves sharing of information, opinions, ideas and beliefs between two or more persons through continuous activity of a speaking, listening, and understanding. Communication is not only important in our day to day life but it is all it also plays a significant role in one's professional career. People use different forms of communication such as written and spoken words, body gestures, and various other methods, so that there's a person completely understands the message communicated.
In this chapter, we will read about the different methods of communication, their function and their effective use in our daily life.

The methods adopted to communicate any information, opinions, views, thought, etc., mainly, depend on the situation. Three basic methods are used in the process of communication.

VERBAL COMMUNICATION

Verbal communication is the most popular means of sharing information or ideas. People use worst exchange thoughts, feelings and ideas with others. Since language is the most important tool of oral communication, mastering linguistic skills is essential for effective verbal communication.

There are two primary mediums of verbal communication:

1. Oral Communication
2. Written Communication

ORAL COMMUNICATION

It is the most important medium of communication. Effective communication is a two way process that involves both speaking and listening. Oral communication can be done either by using mechanical devices like telephone, loudspeaker, tape recorder, or face-to-face interactions; more formal will include presentation and business meetings, classroom lectures and commencement speeches given at a graduation ceremony, etc. 

Oral communication is mainly used when one wants to inform people or influence them to do something. Spoken words bring personal warmth and friendliness and develop a bonding between the sender and receiver. However, effective oral communication requires attentiveness and accountability on the part of the receiver as sometimes the receiver might understand the message differently and respond to it in that situation in in a different manner. So, it is essential to be precise and effective while communicating.

Public speaking skills need to be developed. The more efforts and practice you put in the more effective your speech will become.

FACTORS TO IMPROVE COMMUNICATION SKILLS

To enhance our communication skills we need to develop some basic traits.
Speech
Speech is the act of delivering a formal oral communication to an intended audience. Clarity is essential and is needed most while communicating with anyone. For this, one should use appropriate words, and speak with clear diction and pronunciation. This would help you draw the attention of the listener.
Vocabulary
Competency of effective communication is judged by the correct usage of vocabulary. If one is not sure how to use word, one should avoid using it. Vocabulary can be improved by reading new words daily. Consult a dictionary to learn how to pronounce a new word.
Rhythm
Rhythm is the intonation, i.e., primarily a variation in the pitch level of the voice, with which one speaks. One should maintain rhythm to express wanted one's attitude and the different arrays of emotions such a surprise, happiness, irritation, curiosity, boredom, importance, mockery, etc.
Tone
Words drive their power from the way they are spoken. The tone of the speaker helps to create an impact on the listeners. It reflects the attitude and emotions of the speaker. Listeners appreciate a cheerful and pleasant tone. Thus, one should always be particular and use and appropriate tone while speaking.

Pitch
Pitch refers to the loudness of softness of the speaker's voice. One should always speak in a clear, slow and conversational tone in order to be an effective communicator. However, one should only speak louder while address in large groups or across large spaces.

TIPS TO IMPROVE ORAL COMMUNICATION

• Read out loud.
• Make audio/video recordings of your reading. Take note of the areas you need to work on.
• Talk to person in a manner that shows interest.
• Take part in activities which involve public speaking.

WRITTEN COMMUNICATION

Written communication means communicating through written words. Reading is more valid and reliable than a speech. Effective writing involves a careful choice of words, correct organisation of words in a sentence as well as the cohesive composition of the sentences.

Written communication is extensively used for official purpose as it creates a permanent record of evidence and can be saved for later use. It enables receivers to take more time in reviewing the message and providing proper feedback.

Different forms of written communication cleared letters, reports, memos, circular, question arises, manuals, etc. These days, messengers like WhatsApp, e-mail, etc., are also used by public to convey messages.

Tips to improve Written Communication

• Expand your vocabulary and learn new words. From sentences using these words.
• Land to spell words correctly. Master English spellings using flash cards.
• Read regularly. It gives you an idea of how to use words appropriately.
• Improve your grammar and use appropriate tenses and correct pronunciation.
• Always write text keeping your audience in mind.

Verbal communication is further classified into two types:

INTRAPERITONEAL COMMUNICATION

This form of communication is extremely private. It is undertaken to reflect upon or appreciate something. It includes silent conversations we have with ourselves. We simultaneously switch roles between a sender and a receiver. This type of communication occurs when we consciously appreciate something beautiful, rehearse, a message intended for others, or write a diary or a personal journal.

INTERPERSONAL COMMUNICATION

In this form of communication, information is exchanged between two individuals. To communicate effectively, two individuals involved, interchange their roles of sender and receiver repeatedly. It is the most common type of communication which occurs when you talk with your friends, family or relations. It can be categorized further based on the number of participants.

Dyadic Communication

This type of communication takes place between two between. For example, two friends talking face to face or two business colleagues using a telephone or an e-mail.

Small Group Communication

It occurs only when there are more than two people involved. The number of people involved in this type of communication is small, which allows each participant to interact and converse with the rest. In this case only one person speaks at a time, and others listen. Press conferences, board meetings, and teleconferences are examples of small group communication.

Public Communication

This type of communication takes place when one individual addresses a large gathering of people. Public speeches are an example of this communication.

FUNCTIONS OF VERBAL COMMUNICATION

Verbal communication service where is purpose in our daily life. It enables people to symbol to represent objects, ideas, places, and so on. For example, using the word 'dog' is a lot easier than getting down all fours and acting like a dog. It is hence, imperative to be able to communicate effectively through verbal communication. Some of the functions of a verbal communication are as follow:

Helps Us Maintain Relationships
It is through verbal communication and other symbolic activities that relationships are developed and maintained. Whenever we communicate verbally with another person, a group or an audience, a relationship is initiated.

Helps Us Organise Complex Ideas and Experiences Into Meaningful Categories
In order to make sense of our experiences, we use verbal communication to organise the events into logical categories. For example, all the people we come in touch with are labelled with terms, acquaintances, peers, family, colleagues and strangers.

Helps Us Define Reality
We use verbal communication to define everything-ideas, emotions, experiences, thoughts, objects and people. Verbal communication is how we will label and define what we experience in our lives. Imagine you are a park with a few of your friends. The day was sunny and beautiful, but later it gets cloudy and becomes begins to rain. Due to unexpected rain, you define the day as disappointing and boring. However, one of your friends think that it is beautiful. Instead of focusing on the whether he might be referring to the fact that he was having a good day by spending quality time with his friends.

Helps Us Think
Without verbal communication we would not function as thinking beings. We use it to reason, communicate, and develop our memories for language.

Can be used to Reward and Punish

We can offer verbal communication in the form of positive reinforcement to praise someone. We can also use it in a critical address for hard freeway as a form of negative reinforcement.

NON-VEBAL COMMUNICATION

Non-verbal communication happens in the absence of any oral or composed words. Instead of oral and written words, it depends on different non-verbal prompts like body movements, gestures, facial expressions, symbols, images, signs, charts, and so on to express sentiments, attitude or information.
Although no words are used, non-verbal communication can effectively convey numerous human emotions more accurately than verbal methods of communication.
Non-verbal communication is an important aspect of an classroom and the work place. It shows how you listen, look and react while interacting with you classmates and co-workers. 

For effective communication, we should always follow the points mentioned below:

• Use a variety of facial expressions while communicating with people.
• Try to make eye contact while speaking in the classroom, during presentations, discussions, etc., as eye contact defines confidence and willingness to connect.
• Vary your vocal pattern throughout the presentation and avoid a moderately monotonous vocal range.
• Avoid defensive gestures, like holding hands in front of your chest or putting them behind the back.
• Refrain from the fidgeting with your hands or clothes. 
• During a presentation, always stand straight and move around with ease and assurance.

Always verbal and non-verbal communication are not independent of each other. To become an effective communicator, we need to be in both forms of communication. Tone, body language, and other factors are important as spoken words while conveying a message. 
Non-verbal communication can be very helpful when we are operating in a different culture. Even though we might not be able to well-versed in the language, we can use our body gestures to support our expressions.

FUNCTIONS OF NON-VERBAL COMMUNICATION

Some function of non-verbal communication are as follow:

• We use non-verbal communication to emphasise on verbal communication. For example, a head nod or head shake reinstates the verbal message of 'yes' or 'no'. If your mother asks you weather you want to eat breakfast, you might verbally say 'yes' and at the same time nod your head.
• We use non-verbal communication to replace verbal communication using behaviour that are easily recognised by others such as wave, a head nod, or a headshake. For example, if someone asks you a question, instead of a verbal 'yes', you may choose to nod your head only.
• We use non-verbal cues to complement or reinforce verbal communication. For example, if a friend tells you that she got selected in one of the premier institutes for further studies, you may claim, "Wow, that's great I am so happy for you!", all the while smiling and hugging your friend . Here you are using non-verbal communication to complement what you are saying.
• We use on-verbal communication to communicate emotion. For example, it is easy to spot when you friend is sad. Her drooping shoulders (a body gesture) would be indicative of her emotion.
• We use non-verbal communication to give feedback to other person. During the discussion, if the audience is smiling and nodding, it shows that they agree with what the speaker is saying. Certain hand gestures may indicate that the listener wishes to speak. These subtle signals provide transparent information.

Non-verbal Practices to Follow During Interview

An Interview is a critical part of the recruitment process; hence, how we communicate and display our postures during an interview makes a significant difference.

Let us now look at some effective non-verbal practices we should keep in mind during an interview.

• Maintain eye contact with the interviewer for a few seconds at a time.
• Smile and nod (at appropriate times) when the interviewer in talking.
• Be polite and keep an even tone to your speech. Don't be too loud or too quiet.
• Don't slouch while sitting.
• Relax and learn a little towards the interviewer so that you appear interested and engaged. Don't lean back.
• Keep your feet on the floor and and your back against the lower back of the chair.
• Be attentive to what interviewer is saying or asking.
• Do not interrupt your interviewer.
• Rest an arm on the chair or on your laptop to look comfortable.

VISUAL COMMUNICATION

The conveyance of ideas and information in the form that can be seen through the eye is referred to as visual communication. The history of visual communication can be tracked back to a time when writing was not invented. People did not know the language and relied on paintings and images to express their thoughts and views. These paintings date back to more than 40,000 years ago. Visual Communication, hence, be a vital part of mankind's existence and expression.
Visual communication is the most effective way of passing information as the mankind processes images very quickly. Therefore, verbal communication can be made effective and more meaningful by using visual aids such as signs, graphics designs, graphs, diagrams, films, posters, books, typography, screen-based media, maps charts, paper handouts, quirky GIF's , etc.
For example, if a speaker is giving talk to campers on typing excellent knots, bringing a rope along could be powerful visual aids. For facilitators in school, models of the solar system and skeleton system are essential visual aids to explain the concept clearly. These models would enable the students to comprehend the concepts thoroughly. Even an illiterate person can easily understand information that is being presented using visual aids. For example, symbols used in traffic management are an important visual aid to convey a message.
However, the creation of visual aids can be time-consuming process, but it can be useful if utilised properly.

POINTS TO CONSIDER WHILE PREPARING A PRESENTATION

When you have to prepare a presentation, always keep the following points in mind:

• Make sure that your content is suitable for visual presentation.
• All fonts should be legible and appropriate for the communication style. Use callouts in moderation to highlight vital information.
• Present content in a way that follows a logical hierarchy.
• Keep significant negative space. When too much information is present in a layout, messaging becomes cluttered and incoherent. 
• Illustrations should match the topic under discussion. Icons should be simple, easy to understand and universal. Remember, they are meant to enhance comprehension and not distract the audience.
• Don't overwhelm the audience with multiple graphs of a single data when combined graph may suffice.
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  Be smart while selecting appropriate visual devices. Always select visual tools that compliment your content and will be apricated by the audience. Avoid unnecessary design, including 3D charts, ornamental illustrations, or inappropriate external elements.
• Use colors sparingly to highlight important information. Try and avoid bright and dull colors in your presentation. Make your presentation stand out, not stand apart.
• Communication helps people to know each other better. IT helps in removing misunderstanding and creating clarity of thought. Communication in any form-written, oral, formal, informal, visual, interpersonal, intrapersonal- helps in education people and connecting them better.

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