UNIT II : ELEMENTS OF COMMUNICATION

Communication is the process of exchange of ideas or information. The process of communication has
various elements – it can be Oral, Verbal, through signs – body language, Eye contact, Physical
communication. Each of these elements has its own Merits and limitations. The communicator has to
choose among various elements, the wise and appropriate element in order to achieve the intended
goal.

Some of the elements of Communication are:

Face to Face communication

In this element, the communicator is able to see the other parties - Face-to-face, in the conversation.
It allows for a better exchange of information since both speaker and listener are able to see and
interpret body language and facial expressions. Face-to-face communication doesn’t have to be done by
people in the same physical space; the benefits can also be achieved over a one to one or a small group
in a video conference.
Merits of Face to face communication:
a) It improves the morale of the group and enhances productivity.
b) It reduces travel costs, time and logistic requirements.
c) It reduces non-verbal clues and ambiguity.
d) It has the potential to enter into a discussion, choose the best option among various alternative
solutions.
e) It builds relationship and improve understanding between the group.

Tone of Voice
Given the same subject and topic, a speaker or the communicator has a different tone and voice with
which intends to communicate. The tone or voice vary from person to person. One has to use this
element very carefully and selectively given the type and composition of audience.

Imagine the tone and voice needed for communication with different groups –Nursery students, primary
school students, High school students, Professional group or in an Office environment.
Hence, the tone and voices only has a good impact when used appropriately.
Body Language

Communication is not made up of words or tone. The inherent part of a communication is Body
Language. It comprises of movement of hands, eye contact, facial expressions, gestures, posture
(standing or sitting). All these aspects give a long of strength to the process of communication.

Interpretation of the Body language in communication process of both the speaker and the audience
has its own importance. To put in simple terms, Body language is just the unspoken element of
communication which one uses to reveals the true feelings and emotions.

A good body language will generate interest in the listener to concentrate more on the subject and the
speaker, which ultimately becomes part of a successful communication process. The listeners would be
more inclined towards the more uses a good tone, voice and body language.

Fear, unpreparedness of the subject, stress, nervousness, anger and emotions does come out as
unspoken words in the body language.

The listener must also be equipped to read and interpret the body language. Sometimes, the signs of
body language, has different meanings in different situations or in different cultures or countries.
a) Arms folded in front of the body
b) Minimal or tense facial expression
c) Eyes downcast or no eye contact
d) Body turned away from the speak

“The First impression is the best Impression” ..The term impression here makes its true sense of a
body language.

Signs of a good body language

- Have an positive posture
- Use a firm handshake
- Maintain good eye contact
 - Avoid touching your face, mouth or lips
- Keep your head up and face the audience
- Use open hand gestures

It is always wise to improve the body language. Some of the ways to improve body language are
1. Mirroring (stand in front of the mirror and speak, using eye contact, hand gestures)
2. Practice and perfect your posture
3. Take the assistance of a peer or a family member and seek assessment from them
4. Observe various speakers and their body language and try to adopt the best from among them.

Verbal communication
The use of written text, reports, letters, Circulars, Notices are part of the verbal communication. In
this type, the communicator has to choose the right words, sentences and grammatical formation.
Poor use of words, or sentences leading to ambiguity may defeat the very purpose. It is always to wise
to stick to the “KISS” rule - “Keep it Simple Stupid”, or “Keep it simple and Sweet”

Physical communication
Sometimes, Physical or human touch is adopted to enhance the morale in a group. Firm shaking of
hands, A simple tap on the shoulders, practically exhibiting experiments with explanation will have a
better impact on the process of communication.
 COMMUNICATION STYLES

TYPES OF COMMUNICATION STYLES

1. Assertive style:
The most effective style of [Link] assertive means that you express yourself
effectively and stand up for your point of view, while also respecting the rights and beliefs of others.
It is the style in which an individual expresseshis feelings and opinions without affecting or violating
the rights of others .

2. Passive – aggressive style:

This style is combination of two different moods. Here , the individual appears the in front of the
audience, but really is acting out in anger in subtle, indirect way. These type of people feel
powerless and express their feelings by under-estimating the real situations

3. Submissive style-
This style is about pleasing other people and avoiding conflicts. The person gives priorities to others
and thinks that other people have more rights and more to contribute.

4. Manipulative style-
This style is full of a lot of manipulations, calculations, queries and corrections. These
communications are skilled at controlling others to their own advantage. Their spoken words
hide their underlying motive.
 COMMUNICATION STYLE MATRIX
The Communication style Matrix chart

HIGH
ASSERTIVENESS

DIRECT SPIRITED
LOW HIGH
EXPRESSIVENESS EXPRESSIVENESS

SYSTEMATIC CONSIDERATE

LOW
ASSERTIVENESS

The communication Style Matrix comprises of Four quadrants:

a) Direct --- Low Expressiveness + High Assertiveness

The speaker will be more assertive or showing stress or command on the subject points while
expressing or elaborating less detail. He anticipates that the audience has knowledge about the
basic elements of the topic and gives importance only the points that are required to be
emphasized.
 b) Spirited -- High Expressiveness + High Assertiveness
Here, the speaker is very much interested and eager to share the complete information and
knowledge about the subject or the topic, irrespective of the knowledge the audience possess on
the subject. He goes into minute details of the topic which encourages the starters or the beginners
to gain a good junk of knowledge on the topic. While in the topic the speaker stresses on the
important aspects of the topic. The tone, commands, verbal usage of words in the discussion along
with the intention to give out the most of the topic, makes him the best among the speakers on the
Communication style matrix.

c) Considerate – High Expressiveness + Low Assertiveness

The speaker possess a high morale and hence puts forward every minute detail, but does not stress or
give importance to any specific points or aspects of the topic. It is left on the listeners to take notes and
obtain as much knowledge as possible from the detailed presentation. However, at the end of the
topic, questions or queries from the audience will make this type of communication more effective.

d) Systematic - Low Expressiveness + Low Assertiveness

The speaker as a formality presents all the required details in the form of charts, diagrams, Slides, write-
up etc., and expect the audience to update themselves from the information presented to them
through these means. These type of presentations is done as a formality for sharing of common
information along with any minor updates. Budget, Sales Target Vs. achievement and other
presentations in the routine office activities are carried on through this Systematic approach.