Communication Skills in English (note 2)

Strong communication skills are essential for advancement in your career. Almost all jobs
require you to communicate with others, whether to make sales, work on internal projects as
a team or complete other tasks. In this article, we discuss the four different types of
communication skills and how to use them effectively in your professional life.

1. Verbal communication

Verbal communication is the most common type of communication. It involves the use of
spoken words or sign language to share information. Verbal communication can either
happen face to face or through other channels, such as mobile phone, radio and video
conferencing. Thus, if your job involves conducting business meetings, giving presentations
and making phone calls, your employer would expect you to have good verbal
communication skills.

2. Nonverbal communication

Nonverbal communication involves passive communication through the use of gestures, tone
of voice, body language and facial expressions to share your thoughts and feelings. You can
even communicate non-verbally by the way you dress. Nonverbal communication often
supports or adds to verbal communication. For example, the tone of your voice and your
posture can reveal your mood or emotions to those around you.
3. Written communication

Written communication includes communicating through writing, typing or printing. It is

done through channels such as letters, text messages, emails, social media and books.
Businesses may prefer written communication because it has fewer chances of distortion. For
example, communicating a business plan in writing ensures that everyone gets the same
message and can refer to it any time in the future.

Verbal communication tips

Use the following tips to enhance verbal communication:

 Speak confidently in a strong voice. Be loud and clear when you are speaking to a
group of people so that everyone can hear you properly. Your voice should exude
confidence in the ideas you are trying to share. Support your oral communication with
positive body language.
 Listen patiently. Active listening is the key to good verbal communication. Whether
you are having a one-on-one conversation or conducting a team meeting, always
make it a point to listen to others. This will give a sense of significance and
participation to others, and they will likely listen to you more attentively. You will
also get an idea of what your audiences want and what they think.
 Be clear and concise. Choose your words according to the level of your audience.
For example, you should convert technical jargon into layperson's language while
speaking to a non-technical audience. If required, replace filler words like “um” and
“OK” with a pause to take a breath, so that these words do not distract your audience.

Nonverbal communication tips

Here are some actionable tips to help make your nonverbal communication more effective:

 Feel your emotions. Try to observe how different emotions have a physical impact
on your body. For example, you may find that whenever you feel confused, you begin
picking at your fingernails without knowing it. Once you are aware of how your body
reacts to your emotions, you can then take steps to modify the reaction or your
behaviour.
 Be conscious of your body language. Make deliberate efforts to correct negative
postures and expressions each time you are aware of them. For example, you may feel
tired after a hectic day and tend to have hunched shoulders during the end-of-the-day
meeting with your team. Try to straighten your posture as soon as you become aware
of this. Over time, you may gain mastery over the way your body communicates your
emotions and feelings.
 Learn from others' body language. If you come across certain gestures and
expressions that are working well for someone else, try to mimic them for yourself.
For instance, if you see that someone just smiles and ignores a sarcastic remark
instead of answering it back, you may start using this technique for yourself in a
similar setting.

Written communication tips

The following tips will enhance the effectiveness of your written communication:
  Keep it short and simple. This practise will avoid confusion and save time. Be clear
in writing down your message. Keep things simple in order to avoid a
misunderstanding. Only include details that are necessary for the recipient to know.
For example, you may include more details in a technical guide than you would
marketing materials.
 Be aware of potential misinterpretation. In verbal and nonverbal communication,
you have several other elements, such as your tone, expression and body language, to
help the recipient understand what you are trying to convey. However, in written
communication, your recipient doesn't have access to your tone, so they may interpret
your emotions in different ways. For example, the reader may not be able to tell the
difference between a joke or a serious statement.
 Proofread your writing. Make sure you proofread your letters, emails and other
written communication before sending them. You may also ask someone else to
review your writing for you. This will help you correct mistakes and refine your
communication.
 Collect samples of good writing. Whenever you find an email, pamphlet or
document that's well written, save it in a file. You can refer to it when you need to
prepare a similar piece of communication in the future.

Definition of Formal Communication

The communication in which the flow of information is already defined is termed as Formal
Communication. The communication follows a hierarchical chain of command which is
established by the organisation itself. In general, this type of communication is used
exclusively in the workplace, and the employees are bound to follow it while performing
their duties.

Example: Requests, commands, orders, reports etc.

The formal communication is of four types:

 Upward or Bottom-up: The communication in which the flow of information goes

from subordinate to superior authority.
 Downward or Top-down: The communication in which the flow of information goes
from superior to subordinate.
 Horizontal or Lateral: The communication between two employees of different
departments working at the same level.

Definition of Informal Communication

The communication which does not follow any pre-defined channel for the transmission of
information is known as informal communication. This type of communication moves freely
in all directions, and thus, it is very quick and rapid. In any organization, this type
of communication is very natural as people interact with each other about their professional
life, personal life, and other matter.

Example: Sharing of feelings, casual discussion, gossips, etc.

The informal communication is of four types:

 Single Strand Chain: The communication in which one person tell something to
another, who again says something to some other person and the process goes on.

Single Strand Chain

 Cluster Chain: The communication in which one person tells something to some of
its most trusted people, and then they tells them to their trustworthy friends and the
communication continues.

Cluster Chain

 Probability Chain: The communication happens when a person randomly chooses

some persons to pass on the information which is of little interest but not important.
 Probability Chain

 Gossip Chain: The communication starts when a person tells something to a group of
people, and then they pass on the information to some more people and in this way
the information is passed on to everyone.

Gossip Chain

Key Differences Between Formal and Informal Communication

The following points are substantial, so far as the difference between formal and informal
communication is concerned.

1. Formal communication is also known by the name of official communication.

Informal Communication is also known by the name of grapevine.
2. In formal communication, the information must follow a chain of command.
Conversely, the informal communication can move freely in any direction.
3. In formal communication, full secrecy is maintained, but in the case of informal
communication maintenance of secrecy is a very tough task.
4. Formal communication is written, whereas Informal communication is oral.
5. Formal communication is time-consuming as opposed to Informal communication,
which is rapid and quick.
6. Formal communication is more reliable than Informal communication.
7. Formal communication is designed by the organization. Informal communication
starts itself due to the urge of ‘human to talk’.
8. In formal communication, the documentary evidence is always available. On the other
hand, in the case of informal communication, the supporting documents are not
available.

1. WHAT IS COMMUNICATION AND BARRIER ?

• Communication is the activity of conveying meaningful information. It requires a
sender, a message, and an intended recipient. Barrier An obstacle in a place that
prevents us from completing certain tasks. Communication barriers can be defined as
the aspects or conditions that interfere with effective exchange of ideas or thoughts.
2. TYPES OF BARRIER
• Physical Barrier
• Cultural Barrier
• Language Barrier
• Emotional Barrier
• Gender Barrier
• Organizational Barrier
• Perceptual Barrier
3. PHYSICAL BARRIER
• Physical barriers relate to disturbance in the immediate situation, which can interfere
in the course of an effective communication. • Some of them are easy to Alter
whereas, some may prove to be tough obstacles in the process of effective
communication.
FACTORS CAUSING PHYSICAL BARRIER • Defects in media • Distraction in
environment • Distance • Ignorance of medium • Physical disability
HOW TO OVERCOME? • To be updated with latest technologies. • Choosing a
suitable environment. • Removing obstacle. • Making signs easier to read, example,
you could supplement written signs with pictures and visual signs. • Self Motivation.
4. CULTURAL BARRIER
Cultures provide people ways of thinking-- ways of seeing, hearing, and interpreting
the world. Similar words can mean different things to people from different cultures,
even when they talk the "same" language.
FACTORS CAUSING CULTURAL BARRIER • Diversified cultural background. •
Language and Accent. • Behavior and Nature. • Religion.
HOW TO OVERCOME?
• Cross culture environment. • Have a thorough knowledge of your counterpart’s
culture background. • Conduct effective communication workshop. • Work in groups
and run frequent meeting
LANGUAGE BARRIERS • Inability to converse in a language that is known by both
the sender and receiver is the greatest barrier to effective communication. • When a
person uses inappropriate words while conversing or writing, it could lead to
misunderstanding between the sender and a receiver.
FACTORS CAUSING LANGUAGE BARRIERS • Multi language • Region •
Inadequate vocabulary • Interpreting difference
HOW TO OVERCOME ? • Speak slowly and clearly. • Ask for clarification. •
Frequently check for understanding. • Be specific. • Choose your medium of
communication effectively. • Be patient.
EMOTIONAL BARRIER
• The emotional state may influence your capacity to make yourself understood and
hamper your understanding of others. • Many times, emotional barriers on your part
or the part of the person you are speaking which may inhibit your ability to
communicate on an effective level.
FACTORS CAUSING EMOTIONAL BARRIER • Fear/ insecurity • Mistrust •
Stress, anger, pride etc
How to overcome • Motivation and commitment to change. • Peer or mentor support .
• Practice expressing recognition .
GENDER BARRIERS • Relationships, respect, workplace authority and education
are common ways men and women are pitted against each other. • Overcoming
barriers in gender communication isn’t simple but can be made clear with a little
patience and understanding. • This barrier arises because men and women have
different ways of thinking and communication.
FACTORS CAUSING GENDER BARRIERS • Fear and shy • Environment •
Misunderstanding
How to overcome • The process of bridging the gap in gender communication
requires the great deal of patience and understanding that only time and attention will
teach.
ORGANIZATIONAL BARRIERS
• Organizational structure greatly affects the capability of the employees as far as the
communication is concerned . • All the internal factors which stymie or block the
process of communication are known as organisational barriers. Some such factors
have already been discussed like restrictive environments, deceptive tactics,
communication network.
FACTORS CAUSING ORGANIZATIONAL BARRIERS • Status relationship • One
way flow • Organization structure • Rules and regulations • Too many levels in
organization structure
HOW TO OVERCOME? • Poor structure to the communication. • A weak delivery. •
The use of the wrong medium to deliver the communication. • A mixed message. •
The message is delivered to the wrong audience. • A distracting environment.
PERCEPTUAL BARRIERS • The most common problem is that the people have
difference opinion . • The varied perceptions of every individual give rise to a need
for effective communication. • We all have our own preferences, values, attitudes,
origins and life experiences that act as ‘filters’ on our experiences of people, events
and information.
FACTORS CAUSING PERCEPTUAL BARRIERS • Difference in Understanding •
Difference in Perception of Reality • Differences in Values, Attitudes and Opinions
HOW TO OVERCOME? • Start by listening to others. • Clarify if there is confusion.
• Stay calm and be positive.