Class for IGNOU MBA Subject MMPC-07: Business Communication
Unit 3: Types of Communication
1. Introduction to Types of Communication
Communication is broadly categorized based on its mode, direction, formality, and method of interaction. Understanding the different types of communication helps business managers and professionals select the most appropriate communication strategies to meet organizational goals.
2. Verbal Communication
Verbal communication involves the use of spoken or written words to convey a message. It is the most common form of communication in business settings. There are two primary subtypes:
1. Oral Communication
- Involves speaking directly, whether face-to-face or over communication devices.
- Examples: Conversations, meetings, phone calls, video conferencing.
- Advantages: Allows immediate feedback, personal touch, clarity through tone.
- Disadvantages: Can be misunderstood if not clear, limited to time and presence.
2. Written Communication
- Involves sending messages in written format.
- Examples: Emails, reports, memos, proposals.
- Advantages: Creates a permanent record, can be referenced later, gives time to organize thoughts.
- Disadvantages: Lacks immediacy of feedback, misinterpretation due to lack of non-verbal cues.
3. Non-Verbal Communication
Non-verbal communication refers to the transmission of messages without the use of words. It complements verbal communication and often conveys more meaning than spoken words. Types include:
1. Body Language
- Includes gestures, posture, eye contact, facial expressions.
- Examples: Nodding in agreement, folded arms indicating defensiveness.
- Advantages: Conveys emotions and attitudes, enhances understanding.
- Disadvantages: Can be ambiguous, misinterpreted across cultures.
2. Paralanguage
- Refers to vocal elements such as tone, pitch, volume, and speed of speech.
- Examples: A raised voice indicating anger, a soft tone showing politeness.
- Advantages: Adds context to spoken words.
- Disadvantages: Can lead to misunderstanding if not used carefully.
3. Space/Proxemics
- Refers to the use of personal space in communication.
- Examples: Standing too close may make someone uncomfortable, maintaining an appropriate distance shows respect.
- Advantages: Sets boundaries, conveys comfort or formality.
- Disadvantages: Varies greatly between cultures.
4. Formal and Informal Communication
Business communication can be categorized based on its level of formality. Both are crucial to the functioning of an organization.
1. Formal Communication
- Follows official channels within an organization and adheres to prescribed formats.
- Examples: Official letters, reports, board meetings.
- Advantages: Maintains organizational structure, ensures transparency.
- Disadvantages: Can be slow, rigid, less personal.
2. Informal Communication
- Occurs outside of formal channels and is more relaxed and spontaneous.
- Examples: Water-cooler conversations, instant messaging chats, social interactions.
- Advantages: Builds relationships, encourages creativity, faster.
- Disadvantages: Lack of record, may lead to gossip and miscommunication.
5. Direction of Communication
In organizations, communication can flow in different directions based on hierarchy:
1. Upward Communication
- Moves from subordinates to superiors.
- Examples: Employee feedback, reports from junior staff, grievance submissions.
- Advantages: Provides insights to management, promotes involvement.
- Disadvantages: Can be restricted by fear or authority dynamics.
2. Downward Communication
- From management to lower levels of employees.
- Examples: Instructions, company policies, job assignments.
- Advantages: Provides direction, clarity in roles.
- Disadvantages: Can create distance, potential for misinterpretation.
3. Lateral or Horizontal Communication
- Occurs between employees at the same hierarchical level.
- Examples: Collaboration between departments, team meetings.
- Advantages: Encourages teamwork, fosters cooperation.
- Disadvantages: May lead to conflicts or competition.
4. Diagonal Communication
- Crosses functional and hierarchical boundaries.
- Examples: Communication between a manager in finance and an employee in HR.
- Advantages: Promotes collaboration across departments, breaks silos.
- Disadvantages: Can be misunderstood due to a lack of formal structure.
6. Communication Networks
Organizations can have various communication networks that dictate how information flows:
1. Chain Network
- Information flows in a formal, linear chain of command.
- Example: CEO communicates with department heads, who then relay messages to team leaders.
- Advantages: Maintains authority structure.
- Disadvantages: Slow, with potential for distortion.
2. Wheel Network
- One central figure communicates with all members, while others do not communicate directly.
- Example: A project manager relaying information to individual team members.
- Advantages: Quick communication with the central figure.
- Disadvantages: Centralization can lead to overload on the leader.
3. All-Channel Network
- Everyone communicates freely with everyone else.
- Example: A brainstorming session where all employees share ideas openly.
- Advantages: Encourages collaboration, innovation.
- Disadvantages: Can be chaotic without structure.
4. Circle Network
- Individuals communicate with others in their immediate group.
- Example: Team members who work closely on a project share information in a closed loop.
- Advantages: Encourages teamwork and quick information sharing.
- Disadvantages: Can create cliques and isolated teams.
7. Experiments and Case Studies
Case Study 1: Formal vs. Informal Communication in a Tech Firm
In a tech company, formal communication through emails was used to relay official information. However, informal communication between colleagues during breaks resulted in faster problem-solving and idea generation, highlighting the importance of balance between both types of communication.
Experiment 1: Effectiveness of Non-Verbal Communication
A group of participants was asked to interpret a message delivered without words, using only facial expressions and gestures. Most participants correctly understood the emotions being conveyed, showing the power of non-verbal communication.
Assignment Questions
- Differentiate between formal and informal communication, providing examples of each.
- Explain the importance of non-verbal communication in business interactions, using examples.
- Discuss the advantages and disadvantages of different communication networks in an organization.
Self-Study Questions
- What are the key differences between verbal and non-verbal communication?
- How does diagonal communication help break down silos in an organization?
- Why is upward communication essential in maintaining employee satisfaction?
Exam Questions
- Explain the types of communication networks and provide examples of where each might be used in a business setting.
- Analyze how body language and paralanguage can influence business communication.
- Discuss the role of formal communication in maintaining organizational structure and provide examples of its limitations.
This class provides a comprehensive explanation of Unit 3 of MMPC-07, covering the different types of communication, communication networks, and the advantages and disadvantages of each type. It includes case studies, experiments, and a list of assignment, self-study, and exam questions to reinforce understanding.
